MANAGING EMAILS
Email etiquette is pretty much a
worldwide issue now, but I think there
are also some simple ideas that can help
us control the daily influx of messages:
1) BE CONCISE AND FOLLOW THE KISS
METHOD: KEEP IT SIMPLE, (YOU KNOW
THE REST). I prefer to use bullet points
as opposed to long-winded paragraphs.
Keeping in mind the number of emails
we get, the quicker we can work our way
through them, the better. I also suggest
that if an email thread goes beyond
three back-and-forths, pick up the phone.
Emails are not for stories; they are for
the sending of information.
2) EMAILS HAVE NO EMOTION, BODY
LANGUAGE, OR VOICE INFLECTION.
What you are intending to say can be
construed as something else with none
of the emotion. Be careful what words
you use. And I always suggest re-reading
your email before you hit the send
button.
3) BE CONSISTENT AND FOLLOW A
FORMAT. EVERY EMAIL SENT REFLECTS
YOU AND THE COMPANY. A proper
greeting, proper spacing, and proper
grammar are essential. A standardized
signature is also recommended.
4) WATCH YOUR SPELLING AS SPELL-
CHECK DOES NOT CATCH EVERYTHING.
Once again, your attention to detail
matters, and a poorly crafted email looks
unprofessional.
5) WHEN WRITING AN EMAIL, TYPE
THE RECIPIENT’S NAME LAST. This
ensures that you don’t accidently hit
send prior to your email being completed
and checked. Make sure the name in
the greeting and the recipient’s email
address are for the correct person.
6) WHEN REPLYING TO A HEATED OR
ANGRY EMAIL, MAKE SURE YOU WAIT
TO RESPOND. Often, we respond in a way
that is not intended. A cooling off period
is suggested.
7) “REPLY ALL” SHOULD BE USED
SPARINGLY as most of the time you only
need to respond to the actual sender.
Replying to all just fills everyone’s inbox
unnecessarily.
8) WHEN USING YOUR OUT-OF-OFFICE
MESSAGE, make sure it is current and
provides a solution to the person sending
you the email on how to get an answer in
your absence.
9) WHEN RESPONDING TO AN EMAIL,
MAKE SURE YOU ARE ANSWERING ALL
THE QUESTIONS ASKED, NOT JUST THE
FIRST ONES. Be sure to read all the way
through the email, then answer. This
saves on the back and forth.
10) NEVER FLIP AN EMAIL. When dealing
with confidential information, it must
be clear what is going to whom. Cut and
paste, then send. I am sure over time we
have all flipped something to someone
that was in error.
11) ONE RULE WE HAVE IN OUR OFFICE
IS THAT EVERY EMAIL IN YOUR INBOX
MUST BE, AT A MINIMUM, READ BEFORE
GOING HOME. If there is an emergency
or something critical for that day in your
inbox, then you are sure to see it.
12) EVERYBODY SEEMS TO WANT
ANSWERS IMMEDIATELY, AND IT IS
IMPOSSIBLE FOR US TO RESPOND TO
EVERYONE THAT FAST. A quick response
to someone saying you have received
the email and will get back to them as
soon as you can get the information will
alleviate some stress for you and them.
Emails are not going away, so we need to
manage and use them to our benefit to
save both time and grief. +
Doug Bundock, CRM is Vice President Of
Operations at Benson Kearley IFG. Doug
is a certified Coach & Trainer at the John
Maxwell organization. You can reach Doug at
[email protected]
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