Email Reflections: 10 Simple Courtesies

Written by Catherine Franz

Continued from page 1

2. An appropriate subject line will help reduce accidental deletion. It will also help locate that specific email faster if needed. When forwarding or responding, changerepparttar subject line to reflect your response. You can also add your first name inrepparttar 109531 subject line as an added identifier. I like to start mine with: "Personal note from Catherine" or follow afterrepparttar 109532 subject with: "From Catherine." If you are dealing with deadlines add: "Please respond by."

3. Keep each paragraph to one thought even ifrepparttar 109533 paragraph turns out to be one fragmented sentence. You will want to limit email paragraphs to six sentences. A natural way of reading from a computer screen is with a scan-read process. Screen reading dries outrepparttar 109534 eyes and reduces blinking causing eyestrain.

4. Add subheader titles intorepparttar 109535 email when more than three paragraphs are inrepparttar 109536 email or more than three paragraphs followrepparttar 109537 subheader. You can add subheaders as you type or while rereading. This keepsrepparttar 109538 eyes moving fast and easy. It also allowsrepparttar 109539 mind to shift from topic to topic without developing cobwebs.

5. Re-read your email no matter how long or short. We always think faster than our fingers can type. Thus, what is typed isn't always what was swarming around in our mind.

6. Doesrepparttar 109540 subject flow or was it choppy? Flow in an email isn'trepparttar 109541 same as flow from one chapter in a book to another. Flow allowsrepparttar 109542 reader to easily transition and comprehendrepparttar 109543 material. If choppy,repparttar 109544 reader might daydream or take a break and formulate a different answer that might not fitrepparttar 109545 material, creating additional emails on your part to clarify. Frequent places to check for flow in your material are where you start or stop a message or submessage.

7. Is there any type of priority or order needed to follow so thatrepparttar 109546 receiver follows along withrepparttar 109547 material? Are there steps or information that build onrepparttar 109548 previous message? Before you can pour a glass of milk you might want buyrepparttar 109549 milk -- chuckle. When we are extremely familiar with how to do something, itís easy to write past something, a common mishap by IT experts. Do you knowrepparttar 109550 receiver and their level of knowledge or experience onrepparttar 109551 topic? My favorite saying is, "When in doubt, write it out."

8. For goodness sake, turn onrepparttar 109552 spell check feature on. If you want to write pronouns in small letters, at least let spell check catch them for you.

9. Who are you? You would think that this one was common sense, at least I did. Yet, every week I receive 10-15 emails asking me a general question without telling me who they are or giving me some background. They are huge, open- ended questions that would take me years to answer. This falls intorepparttar 109553 lack of respect category.

10. What do you need or want? Forwarding an email that doesn't ask for what you need makesrepparttar 109554 receiver try to guess. Not cool. Speak up, don't be shy. If you take rejection personally, hire a life coach to work on this with you. Statements don't automatically ask anything. Questions do. My dad had a saying, "Squeaky wheel getsrepparttar 109555 grease. If you can't ask, squeak somewhere else. I can't guess what type of oil you need." A little harsh yet it makes its point. Go ahead and ask, and no this isn't a reflection on you.

We all believe we have good communication skills. There could be some real surprises when you start practicing these 10 Simple Courtesies. Take your time, slow down in order to speed up. Tackle it slowly so thatrepparttar 109556 lessons stick. You will be glad you did. The next email you send might be to your next boss, client, or forwarded torepparttar 109557 President. You never know. It happened to me and it could happen to you.

Catherine Franz, a Certified Professional Marketing & Writing Coach, specializes in product development, Internet writing and marketing, nonfiction, training. Newsletters and articles available at: blog: http://

Catherine Franz, a Certified Professional Marketing & Writing Coach, specializes in product development, Internet writing and marketing, nonfiction, training. Newsletters and articles available at: blog:

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