Email Etiquette

“Email, instant messaging, and cell phones give us fabulous communication ability, but because we live and work in our own little worlds, that communication is totally disorganized.   ~Marilyn vos Savant                          

Recently, I spoke with a professional group about techniques for clear communication and quite a few questions came up about the proper use of email. Since virtually everyone is on the computer these days and are emailing in some form (via desktop, phone, DS, Facebook, etc.) I decided to address some of these concerns in this and future issues of Poise & Protocol.

Tips to Eliminate Easy Email Errors:

• Send only TO the people who need to see your email message. CC (Courtesy Copy) only when necessary. It's a CC, not an FYI. And never, ever BCC (Blind Courtesy Copy) to someone who has nothing to do with the message in the first place. If there's a real reason that person needs to see the email, place them prominently in the TO or CC field. If not -- don't be sneaky -- refrain from sending them the message at all. BCC is to be used in cases like mass mailings such as newsletters where recipients don't necessarily know each other; their addresses will be kept private this way. Use -- don't abuse -- the field for the recipients. 
• Make good use of the Subject Line. People are busy and get tons of email per day. What you place in the subject field could be the deciding factor as to whether or not the message gets read. So don't just say "Hi" when you are clearly sending the message for a specific reason. Instead, try: "Feedback on the report". Let the recipient know from the start exactly what your email is about. 
• Who are you to say your email's important? Ok, if you're the boss or someone equivalent, I guess you have the right. But so many times we're quick to slap on the 'important' symbol to give it a high priority listing when it's not...some bosses included. If your emails are regularly sent out that way, will the really urgent ones get the attention and response you'd like? Or will they be ignored? They'll probably be viewed as garbage that you're trying to pass off as urgent. Chances are they'll be set aside to be read later, if at all; not exactly the way you'd planned, huh? 

These are common email mistakes that happen all the time and believe it or not, readers do notice. Don't mishandle your email. Practice proper usage and eliminate recipients' frustrations that may lead to the deletion of your email messages altogether. 

In future posts, we'll be addressing Tips to Tasteful Email Responses.

If you have a question about emailing, please send it this way to be included as well. Remember, if you have a question about something, chances are someone else does, too.

Until then, 

Easy Emailing & Continued Bliss!!!