5) Don't use
e-mail as an excuse to avoid personal contact.
Don't forget the value of
face-to-face or even voice-to-voice communication. E-mail communication isn't
appropriate when sending confusing or emotional messages. Think of the times
you've heard someone in the office indignantly say, "Well, I sent you
e-mail." If you have a problem with someone, speak with that person
directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a
mistake.
6) Remember
that e-mail isn't private.
I've seen people fired for using e-mail
inappropriately. E-mail is considered company property and can be retrieved,
examined, and used in a court of law. Unless you are using an encryption device
(hardware or software), you should assume that e-mail over the Internet is not
secure. Never put in an e-mail message anything that you wouldn't put in a
letter. Remember that e-mail can be forwarded, so unintended audiences may see
what you've written. You might also inadvertently send something to the wrong
party, so always keep the content professional to avoid embarrassment.
7) Be sparing
with group e-mail.
Send group e-mail only when it's useful to every
recipient. Use the "reply to all" button only when compiling results
requiring collective input and only if you have something to add. Recipients
get quite annoyed to open an e-mail that says only "Me too!"
8) Use the
subject field to indicate content and purpose.
Don't just say,
"Hi!" or "From Debbie."
Make the subject line meaningful to the recipients.
For more tips like this, CLICK HERE to download my FREE eBook: 65+ Ways to Use Office to be More Productive!
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