IF you've ever begged IT to stop a sent e-mail in its tracks, or wasted an entire morning sifting through an unruly inbox, it might just be time for an e-mail refresher course! Well, almost. In this age of BlackBerrytoting professionals connected by e-mail around globe, it's crucial to abide by the written (and unwritten) rules of e-mail communications. You don't want to embarrass yourself, do you? Don't send another message without author Nealeigh Mitchell's checklist in mind. Fit for E-mail? E-mail's speed and effectiveness sure beats an answering machine or faulty fax. But is it the best way to deliver your message? Are you sending a short project update? Or are you responding to a message riddled with questions and clarification requests? Picking up the phone or chatting face to face could cut down on time-wasting (and highly unproductive) back-andforth prattle, which saves everyone time and energy. Remember, one size doesn't fit all, so make sure an e-mail is the correct mode of communication. Think “One size fits Most” (courtesy Hard Rock Café) Made for Mass? Resist the knee-jerk reaction to hit “Reply All,” and instead, take a moment to scan over the distribution list and CCs. With a little consideration, you won'tbombard the uninvolved with irrelevant info. Keeping the list down to the critical few also protects privacy. Clients aren't keen on having personal e-mail addresses advertised to strangers, so a CC will keep all parties protected. Finally, don't use “To” as a weapon. CC'ing your boss to show you're working late or CC'ing your co-worker over office drama is inappropriate and potentially damaging. Spice up the subject line Forty characters and a few seconds. That's all you get to stand out in an overcrowded inbox. In the daily battle of man vs. message, the strongest e-mails survive by reeling in the reader with a pertinent subject line. So how do you make sure yours won't get buried in the pile? Not by slapping on “URGENT! READ NOW!” Cut to the chase with a simple comment or action. Better yet, if you can convey the e-mail's message in the subject line, do it! Keep it concise If your e-mail gives the scroll wheel a workout, cut it down. Now is not the time to prove your literary chops! Crisp, simplistic language gives your reader the luxury of skimming and scanning for relevant information. Plus, the briefer the message, the likelier you'll get an immediate response. Bullet points and patches of white space – instead of a 10- line block of text – are easier on the eyes and help organise your message. Finally (or firstly), hook your reader with the opening line – they may not read on, so make sure it's the meat of the message. Dot those i's No matter how brilliant your attached proposal, hit “send” without pausing for grammar and you're likely to kill your credibility. Sure, computer spell checks will catch glaring mistakes but are bound to fly under the radar. Sloppy speech can be avoided if you take the time to double check your work. Read for accuracy of names (with their owners spelling), titles, dates and figures. Also, ease up on the jargon if your intended recipients aren't all in the industry. A flurry of clarification e-mails clogs inboxes. Break the chain Don't assume the recipients have been keeping up with the conversation and know exactly what your simple “Yes, we'll go with that option” refers to – especially when a thread has started to stray from the subject at hand. If it makes sense, cut and paste the last pertinent point and go from there. Publicly private Don't assume your scandalous message to a co-worker will remain an AB conversation. Once you log on to a shared system, privacy and confidentiality are non-existent. Make sure your messages are suitable, appropriate, and legal. A seemingly harmless rant to a colleague could end up as ammo down the road. An IT worker can dig up the digital graveyard with a click of the mouse. Here's a good rule of thumb: If you were to write your message on a postcard, would you be OK with it making the office rounds? If not, don't send it! Add attachments Man, the execs could not have asked for a more diligent associate. You've crafted a perfect pitch and even referred to the key points in a 10-page Word attachment. The Excel worksheet is colour-coded for quick reference and the two PowerPoint presentation amp up the visual! Promotion time! And sent! Without attachments! It's easy to get distracted, but it's just as easy to avoid this common e-mail blunder: each and every time you refer to a document, immediately attach it to the e-mail. You can't afford to be complacent – empty e-mails leave recipients in the dark and you in the doghouse. Savvy sign off Leave a lasting impression by signing off with a signature that includes your job title and alternate contact details. Unless you want to be woken up at midnights by an international call or pinged in a meeting, keep the personal info to yourself. You can punch it up with a bit of personality but less is more. Bowing out with a hot pink inspirational quote and a link to your Facebook page might rub people the wrong way. Don't take that chance. Go out with a professional bang! Attar, an independent management consultant and organisation development authority, delivers seminars in the United States, Europe, Middle East, Africa and the Far East. e-mail:[email protected]
