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WRITING EFFECTIVE E-MAIL
A few years back, many positions didn't require much writing. Then e-mail exploded onto the scene. People who could avoid writing tasks for days now had to write immediate responses. Not only did the urgency change, but the audience expanded: what a person writes in an e-mail today can literally be forwarded around the world without the author even knowing it.
Recent research in business shows that e-mail wastes about two hours a day. That's because most people have not yet learned how to use e-mail effectively. Many writers are unsure of decisions relating to grammar, punctuation, and capitalization. Some messages are too abrupt, others sound apologetic and too friendly. Half of the day is spent trying to write effective messages; another chunk is spent letting go of the bitter effect some messages provoke.
If just the thought of e-mail drains your energy or makes you want to clean your desk, gain control of the situation by taking one of our workshops. In the meantime, the following tips may help.
E-MAIL GUIDELINES
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Be objective and clear-headed: Avoid sending controversial or emotional messages. Equally important is to receive messages with an open mind. Staying neutral keeps YOU healthy.
E-mail is an easy way to let off steam, but not a good way.
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Clearly state the response you need at the beginning of your message.
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Give the most important information first. Use short paragraphs. Display key ideas.
"This would have been shorter if I had more time."
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Use conventional punctuation: Do not use all capital letters or all lower case. Whether you are a novice or an expert, adapt your style to your reader. Don't shout!
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In general, use a salutation. When addressing an individual, use the person's name; when addressing several people, start with "Hello, Team" or "Good Day."
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Use a subject line that describes your message. Your recipient should be able to use your subject line to file the message for future use. ("Read Now" should also include details about the content.)
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Who is your audience? Avoid jargon . . . make decisions based on what your reader needs to know. (Write first for yourself; when you edit, adapt the message to your reader.)
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When responding, DO NOT PRESS "Reply All" unless everyone needs the response. This may cause confusion as well as wasted time and embarrassment.
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Include a simple closing, such as "Thanks" or "Regards." You can even close with a short statement such as "Have a great day" or "Talk to you soon."
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Avoid using e-mail for personal messages; be current on your company's policy.
Remember, you leave footprints wherever you go |
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