E-mail has been around for a while. And even though we have augmented e-mail communications with newer technologies, like team rooms, and chat and video teleconferencing, e-mail remains, for most businesses,
primary communications mechanism. It has become such a powerful and pervasive component of our communications toolbox that people who sit so close to us that we can hear them type use it to communicate with us. And
average knowledge worker receives LOTS of e-mails each day. In fact, most of us receive so many that we feel overwhelmed and almost paralyzed when we look at
screen showing how many new mails we have received. Yet despite e-mail's ubiquity and popularity, users, in general, are not proficient at its use. So here are ten tips to help you make
most out of this critical business tool... without letting it consume you.
1. Get
right fit.
Firstly, you need to determine if e-mail is
right vehicle for your communication. It is - if and only if - if meets at least one of these criteria:
„h The content of
communication needs to be documented.
„h The recipient is unavailable (by phone, instant messaging or in person), not co-located or in a different time zone
„h It is not time-sensitive.
„h There are multiple recipients who are not co-located or available simultaneously. (Read
caution below in Number 3 about broadcasting e-mails).
„h The subject does not require a lot of back and forth discussion.
Even if you decide that e-mail is
right medium, don't create a mail or respond too quickly or emotionally to e-mails you receive. "Sometimes
phone is better for difficult interactions. You need
personal contact to resolve matters and certainly don't want to document things in ways you may later wish you hadn't said." cautions Janet Jordan, communications expert at Keynote Communications in Boston.
2. What's my objective, anyway?
As with any business correspondence, before you put finger to key, you should really ask yourself, what is my objective in sending this mail. Is it to inform, persuade, motivate, request action, etc.? Knowing this up front will help you craft an effective e-mail.
3. Whose business is it?
Don't copy
world. Just ensure that
people who really need to see this communication receive a copy of it. If it needs to go to a group list, it is probably content that is better posted in a team room or to an intranet site. The mail you send should just reference where
recipients can find
information.
Copying a large number of people or sending it to a group list causes two potential problems. First, many people who don't need to see it do, and you are clogging up their in-boxes; and Secondly, by "cc:ing
world", you can easily detract from
effectiveness of your message. Studies show that when faced with a deluge of e-mail, many of your fellow human beings filter out e-mail that appears to be for
masses. Essentially we're facing
electronic version of
"this doesn't apply to me syndrome" that has plagued humankind for ages. The message: if you want to reach individuals don't treat them like
masses.
4. Make
subject clear, direct and accurate.
The Subject line can be
most important part of
mail. It can be
factor which helps
recipient determine if he/she is going to open it. So, make it clear and as descriptive as possible. How many times do you see a subject like: re:re:re:re:re:re:re:re:re:re:fwd:stro? If you are forwarding a mail or replying to a mail - change
subject if you need to make it more accurate. Mark things urgent, or routine, in
subject. But use 'urgent' sparingly - if you mark everything urgent, you may unknowingly build a name for yourself as
"boy who cried wolf" and cause people to eventually disregard
urgency of your mails (and even cause a few snickers as people review their in-boxes).
5. Set
scene.
Few people would open a meeting asking colleagues to share their opinions on a key topic without providing enough history to ensure all participants have
same background information. Yet many of us don't take
opportunity to use e-mail in
same way.