|
|
| September 2009 |  |
 |
ow many times have you sent an e-mail to someone sitting next door
to you or a few steps away within the past day or hour? E-mail has
become the most popular way of creating and maintaining professional
and interpersonal relationships. “E-mail continues to be the ‘killer app’ of the Internet,” says the Pew Internet and American Life Project. “More people use e-mail than do any other activity online.” Misuse of the English language can be found throughout workers’ e-mails, however. A study reported in CEO Magazine found that more than 60 percent of employers rated U.S. high-school graduates’ skills in basic English as “fair or poor.” Be aware of key components Before you use e-mail, make sure that: Your message is not time-sensitive or urgent. If it is, use the phone or schedule a meeting. Your purpose is not to negotiate. E-mail is not an appropriate medium for negotiation. You and the e-mail recipient are on relatively good terms. Before hitting the Send button, review your message. Is there anything in it that would embarrass you if it were printed out? Check for the following: Your subject line is relevant to the message and your purpose is clearly stated as well as the action you want the recipient to take in response. You have written simply, spelled correctly, and used good grammar. Read your message out loud to make sure your tone is friendly, not abrupt or harsh. You said what you wanted to say. If you are unsure, ask a colleague to look it over. When deciding if e-mail is the best way to communicate your message and influence your recipient, consider the advantages and disadvantages. E-mail’s advantages It’s a quick way to communicate a message and in some cases receive a response. E-mail is universal. It’s cheap and easy. E-mail’s disadvantages Since e-mail is impersonal and does not express emotion, it can be a trap for misinterpretations. You don’t have the opportunity to add emphasis or importance to words and to soften the message with your tone and facial expressions. Anyone with the right technical skills can gain access to your account. Because e-mail is quick and easy, we’re too relaxed with the messages we send. We’ve become impersonal and even a bit lazy. It’s easy to hide behind e-mail, which can also begin to control your life. Suddenly, most of your day-to-day interactions are through e-mail, and you jeopardize relationships that could be enhanced during a meeting or phone conversation. 10 best e-mail practices Enter the recipient’s address last. You don’t want to accidentally press send when you have a half-written e-mail or if you have not completed the editing process. When in doubt, do not send the e-mail. Take the time for a face-to-face or phone conversation to create and maintain a relationship. Remember, when you send an e-mail message, it’s there forever. If you’re sending an attachment, complete this step first. This will save you from having to write the “Oops, here it is” message later. Grab the recipient’s attention. The subject line is what will prioritize your message above many others received. Keep it short, specific and to the point. Who’s your recipient? Avoid “cc-ing” the entire office. Design your message to meet the needs of the recipient. Don’t discuss confidential information. If a question is raised that changes the tone of the message to a more critical or urgent response, do not send another e-mail. It’s time for a conversation. Be careful with humor. Some things are a lot funnier spoken than written—and sarcasm rarely works in an e-mail. Be concise. E-mail is a quick medium for communication. If your message resembles a dissertation, chances are the recipient won’t read it. Keep e-mails to one subject and include no more than three key points per e-mail. 
—Stacey Hanke is a communications expert, founder of 1st Impressions Consulting Inc., and co-author of Yes You Can! Everything You Need from A to Z to Influence Others to Take Action (Author House). |
On the Job | We Recommend | A Healthy You | Home