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| Email etiquette |
You wouldn't scream at the top of your lungs if a colleague popped by to ask a question. You wouldn't show up to a meeting with an impeccable presentation, but completely disheveled, hair uncombed and suit askew. You wouldn't submit an important memo under a completely different project heading or leave out half the details. Would you?
In a sense, you do these things when you don't practice good email etiquette - and we're all guilty at some point. Today, in our astonishing Information Age, communication has never been faster or easier. We can send and receive messages literally any time, anywhere - and email is a convenience that is easy to treat casually.
It's important to remember, though, that email still is a form of business communication that represents you and your company. To make the most of this messaging miracle, present yourself in the best professional light, treat others courteously and respectfully, and make your job a lot easier, consider these quick and easy ways to be sure email is your ally - not a communications convenience that can trip you up.
There's no need to yell! But according to email "rules," communicating in all capital letters is considered shouting. Just as you wouldn't holler at the boss, don't type your messages in a manner that can be interpreted as aggressive. Same goes for multiple question marks and exclamation points - they're too informal and can misrepresent your mood.
Look sharp. You make an effort to present yourself and your work in a professional manner, so don't be tempted to slack off in the email department. Punctuation, good grammar, and proper spelling don't go out the window when you email.
Don't be lazy. We've all taken the easy road - creating a new message from an unrelated email, so the subject thread is lost. Or neglected to include a subject line at all. Or sent a cryptic, confusing or ambiguous message so that clarification is required. Little short cuts like these can defeat the advantage of email's convenience and speed by creating more questions than answers.
Communicate! Time is money, so make the most of both. Keep your emails productive. Don't send emails that are so long and detailed that the reader has to dig for details, or so short that all pertinent topics are not addressed.
Think before you hit "send." You may think that joke is a riot, that chain letter is compelling, that picture is a scream, that sad story needs to make the rounds. But what you find interesting might be offensive or inappropriate for someone else. And should you really be using the company system and time to be routing such messages? Could liability be an issue? What about risking a virus or a lawsuit? Ethics - and common sense - apply.
Have a nice day. But do you need to add that smiley face to your emails? Email shorthand like LOL ("laugh out loud") or emoticons (keystrokes that mimic facial expressions) can seem frivolous. Use them sparingly, if at all.
Email can be a love letter to workers everywhere, a user-friendly and valuable business communication resource - or it can be a poison pen if used carelessly or inappropriately. Use your head when you use your keyboard - and your business will reap tremendous benefits.
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