Wait, don't press SEND just yet!
Have you ever been surprised by someone's response to your e-mail? That's because, again, with communication, we need to be very, very clear in how we communicate. So here are some tips for effective email communication:
1. Do keep email communication succinct and specific.
2. Don't send emotive messages via e-mail - use the telephone instead
3. Do ask permission to have a conversation.
4. Don't ever react to an e-mail - wait until you are less emotional.
5. If you are unsure, get someone else to read the communication before pressing the send button. Remember that once you press that send button, you can't get the message back.
6. Don't hide behind e-mail. Relationships are developed in person or on the telephone.
The same rules apply to verbal communication. Don't assume you know what the other person is trying to say.
Thereʼs a great deal of information available on the Internet on email etiquette tips. I particularly like the “32 Most Important E- mail Etiquette Tips” found on www.e-mailreplies.com.
1. Be concise and to the point
2. Answer all question, and pre-empt further question
3. Use proper spelling, grammar & punctuation
4. Make it personal
5. Use templates for frequently used responses
6. Answer swiftly
7. Do not attach unnecessary files
8. Use proper structure & layout
9. Do not overuse the high priority option
10. Do not write in CAPITALS
11. Donʼt leave out the message thread
12. Add disclaimers to your emails
13. Read the email before you send it
14. Do not over use Reply to All
15. Mailings >use the bcc: field or do a mail merge
16. Take care with abbreviations and emoticons
17. Be careful with formatting
18. Take care with rich text and HTML messages
19. Do not forward chain letters
20. Do not request delivery and read receipts
21. Do not ask to recall a message
22. Do not copy a message or attachment without permission
23. Do not use email to discuss confidential information
24. Use a meaningful subject
25. Use active instead of passive language
26. Avoid using URGENT and IMPORTANT
27. Avoid long sentences
28. Donʼt send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
29. Donʼt forward virusʼ, hoaxes and chain letters
30. Keep your language gender neutral
31. Donʼt reply to spam
32. Use cc: field sparingly
○ Effective communication involves actively listening and some emotional intelligence.
○ Remember, the keys to a great conversation lie in your ability to be succinct, specific, and generous.
○ Remaining calm is about leaving the emotion out of the conversation.
○ The rules for e-mail are the same as for verbal communication.
Until next time, be the best you can be!