Sunday, June 30, 2013

Email Use - Do's and Don'ts

Martin Smith Oct 3, 2012 | Comments (5)

A simple list of Do’s and Don’ts that might come in handy when using email as a communication tool.

Do re-read your message before you send it.Do use the phone or go and see people if at all possible.Do let people know if they send emails you do not need.Don’t use email to cover your back.Don’t send messages that are hard to understand.Don’t send emails unless you know they are of value.Don’t reply to an angry email – pick up the phone.Don’t cry wolf and mark an email urgent – when it isn’t.

What would you add to the list? Do you have any tips or do's and don'ts to share? Why not add them here?

Martin Smith Learning and Development Ltd is a specialist consultancy working with leaders at all levels to improve their relationships with the people that they interact with both internally and externally to the company. We work with organisations, teams and individuals to identify how they can get the best from their people. We have experience spanning diverse industries and encompassing sectors such as engineering, design, customer service, finance, supply chain, sales and procurement. To discuss how Martin Smith Learning and Development Ltd can help you and your business please contact us; Phone; 07702110676, Email; contact@martin-smith.biz Web; www.martin-smith.biz What I have been wondering is on a similar note:

At what point is an email too long, even though applicable and in bullet points?

At what point does it reach that "one too many emails" sent?

Can you use :) etc without appearing unprofessional?

A few more I'd add:

Do explicitly state what the recipients are supposed to do with the contents of the e-mail. Is this general news, questions to be answered, feedback wanted about how something is worded, or something else? There is nothing more frustrating than getting an e-mail that makes you wonder, "What am I to do with this?" at the end of reading it.

Do set up contact lists so it is easy to e-mail specific groups of people without having to remember each individual's name.

Do have folders to organizer your e-mail so that if you have to find an e-mail it isn't going to take hours of looking through thousands of messages.

Do periodically clean up your mailbox so that you aren't storing dozens of messages for years on end.

Hi Will,
In answer toy your questions?
At what point is an email too long.....? I always try to minimise the amount of text in an email and consider it from the readers perspective. If it takes me too long to read it, is my reader likely to read it? Probably not. Time is precious to everyone these days.

At what point does it reach that "one too many emails" sent? Well in my view that would depend on the person that your sending it too. We all have our own limits so the key here would be feedback. Do you give feedback to people that send you emails? Would it improve the quality of the emails that you receive?

Annd your final question; Can you use :) etc without appearing unprofessional? I wouldn't use smiley faces with anyone that I didn't already know.

Thanks for your questions and for reading the blog

Martin

Hi Will,
In answer toy your questions?
At what point is an email too long.....? I always try to minimise the amount of text in an email and consider it from the readers perspective. If it takes me too long to read it, is my reader likely to read it? Probably not. Time is precious to everyone these days.

At what point does it reach that "one too many emails" sent? Well in my view that would depend on the person that your sending it too. We all have our own limits so the key here would be feedback. Do you give feedback to people that send you emails? Would it improve the quality of the emails that you receive?

Annd your final question; Can you use :) etc without appearing unprofessional? I wouldn't use smiley faces with anyone that I didn't already know.

Thanks for your questions and for reading the blog

Martin

Hi JB King,
Thanks for commenting on my blog entry and for making some very useful suggestions as well.

Regards

Martin

Want to read more from Martin Smith? Check out the blog archive. Keyword Tags:  Emai   do's and don'ts   do's & don'ts   email use   communication   better communication Disclaimer: Blog contents express the viewpoints of their independent authors and are not reviewed for correctness or accuracy by Toolbox for HR. Any opinions, comments, solutions or other commentary expressed by blog authors are not endorsed or recommended by Toolbox for HR or any vendor. If you feel a blog entry is inappropriate, click here to notify Toolbox for HR.

View the original article here

No comments:

Post a Comment