Today, email has become a standard mode of communication in the business world. Not just within the organizations, email communication with customers, business partners, and clients also needs to be done. As emails are permanent, a better focus on their structure has to be ensured. Here goes few good email etiquette for business email users.
1)Every organization will have an email policy. There are organizations that set guidelines on types of messages to be sent. They even screen and monitor every mail that is sent and received by the employees.
2)As the written mails have no expressions or gestures to precisely convey the message, it is not wise to add smiley for the purpose, as the the receiver might not be aware of this concept.
3)When your content is to the point, there are chances of misinterpretation by the recipient. Hence, it is ideal to make your email sounds polite.
4)Like you don't encourage junk mails(inbox zero), so do your receiver, hence ensure the content is relevant to the recipient.
5)In case of including any quoted message, keep it to the minimum.
6)Subject line has to be relevant and should convey the reader what the mail is all about.
7)Adding quotes from original message would be ideal. Breaking the comments and adding individual comments would make the reader clear of your thoughts.
8)It is mandatory to add a brief signature in emails, so the receiver can have a clear idea of with whom they are communicating.
9)Not everyone is well versed with emails, so be patient, especially with those who are inexperienced with emails.
10)When you are replying to multiple recipients or a mailing list, check whether it is necessary to include all the names in the list.
11)Don't forget to remove your personal contact numbers when you are a part of a big mailing list.
12)In case of attachment, intimate the receiver of its format.
13)Delete those things which are of no importance.
14)While you forward a message, do forget to inform the correspondent that from whom they should expect a reply.
15)Emphasizing, say bold or italics, can be done where it is necessary. If your mail system doesn't provide you this option, then enclosing the particular word or sentence between stars would be ideal.
16)In languages like English, the spelling differs between countries, hence ensure you use the right one.
17)It is not a great idea to expect Read Notification Receipt.
18)Avoid composing mails when you are in a bad mood, as it could reflect in the content.
19Read through the content and do spelling and grammar check before hitting the send button.
Follow these tips, and enhance your email communication skills.
Showing posts with label email. Show all posts
Showing posts with label email. Show all posts
Friday, July 9, 2010
Wednesday, July 7, 2010
Clean your cluttered inbox with...Inbox Zero!
Picture this: After a long day at the office, you finally get home and go online to check your personal mail. You log in and what do you see? Piles and piles of mails from people; and not the personal how-are-you-doing mail. The ones which are inundated with queries relating to your work or unwanted “friend requests” from people you have never met in your life and never will. Get the drift?
Well, the simplest solution is deleting it. But when there are hundreds of mails just piling on in your inbox, the lure of the delete button seems to vanish. Also, there is no guarantee that your inbox will remain that way forever. New mails are gonna replace the deleted ones and the vicious cycle will start all over again. Well, here is a solution at your fingertips. Inbox Zero comes like Alladin's Genie to save the day.
What is Inbox Zero? Well, to put in laymen's terms, it is basically organizing and clearing up the clutter accumulated in a person's inbox. It is introduced by Merlin Mann, creater of 43Folders and he suggests alternative ways of clearing up overstuffed inboxes, other than deleting them. Some points which Mr. Mann suggests are listed as follows:
- Forward all your mails to Gmail: Gmail is one useful webmail that offers a lot of space (around 6.8 GB) and frankly, a better place to dump your mails cannot be found.
- Stop subscribing to every newsletter on this planet: You know, you are never read half of them that turn up weekly, in your inbox, so take a stand and unsubscribe.
- Filtering: Gmail or for that matter other webmails too, come with a filtering system, where you can filter your mails i.e. you can block certain people from sending you mails and establishing contact or you can create labels which is the same thing as creating folders on yahoo mail.
- Archiving: The best thing about webmail is, you can select multiple mails at a time and move them to “Archives” if you wish to read them later or “Trash” if you know you will never read them again.
Now, there is a catch to inbox zero. There is only so much that technology can do. But, if you wish to maintain Inbox Zero, you have to gear up. Just as a person on diet, sticks to his diet to remain slim, you need to be in action to keep the onslaught of your emails, at a bare minimum. The task is easier said than done, because Inbox Zero requires daily log-ins which most people cannot afford to do, due to time constraints. So, most probably, it can be termed idealistic but it does offer some valuable insights; for instance it shows a way to prioritize mails and offers quality email management and email etiquette. Thus, it cannot be dismissed out of hand. Like it or leave it, Inbox Zero, may be here to stay for a long time!
Well, the simplest solution is deleting it. But when there are hundreds of mails just piling on in your inbox, the lure of the delete button seems to vanish. Also, there is no guarantee that your inbox will remain that way forever. New mails are gonna replace the deleted ones and the vicious cycle will start all over again. Well, here is a solution at your fingertips. Inbox Zero comes like Alladin's Genie to save the day.
What is Inbox Zero? Well, to put in laymen's terms, it is basically organizing and clearing up the clutter accumulated in a person's inbox. It is introduced by Merlin Mann, creater of 43Folders and he suggests alternative ways of clearing up overstuffed inboxes, other than deleting them. Some points which Mr. Mann suggests are listed as follows:
- Forward all your mails to Gmail: Gmail is one useful webmail that offers a lot of space (around 6.8 GB) and frankly, a better place to dump your mails cannot be found.
- Stop subscribing to every newsletter on this planet: You know, you are never read half of them that turn up weekly, in your inbox, so take a stand and unsubscribe.
- Filtering: Gmail or for that matter other webmails too, come with a filtering system, where you can filter your mails i.e. you can block certain people from sending you mails and establishing contact or you can create labels which is the same thing as creating folders on yahoo mail.
- Archiving: The best thing about webmail is, you can select multiple mails at a time and move them to “Archives” if you wish to read them later or “Trash” if you know you will never read them again.
Now, there is a catch to inbox zero. There is only so much that technology can do. But, if you wish to maintain Inbox Zero, you have to gear up. Just as a person on diet, sticks to his diet to remain slim, you need to be in action to keep the onslaught of your emails, at a bare minimum. The task is easier said than done, because Inbox Zero requires daily log-ins which most people cannot afford to do, due to time constraints. So, most probably, it can be termed idealistic but it does offer some valuable insights; for instance it shows a way to prioritize mails and offers quality email management and email etiquette. Thus, it cannot be dismissed out of hand. Like it or leave it, Inbox Zero, may be here to stay for a long time!
Email Etiquette - MIND THAT CAPS LOCK!
E-mail communication is one of the most important forms of communication between people today. Gone are the days when people wrote pages and pages of letters to their loved ones or business associates. But letters, or as they are called these days snail mails, went out of style for one reason-they took days to reach the recipient and by then the urgency of the business or the event, that had occured, had passed.
But now times have changed and so have the etiquettes to go with them. E-mail etiquettes are worlds apart from letter etiquette. When we communicate online, we expect the opposite person to observe some basic manners. Just that way, they expect the same from us and for a fruitful communication, it is important to keep these guidelines in mind and be courteous online at all times:
- Properly title your message: This is a prerequisite for official emails. Business associates do not have time to read emails to get to the gist of the matter. Having a proper - subject line helps make things easier
- Look before you hit send: Remember to go over what you have typed before you “send” it. If return impulsively, it may come back to haunt you
- Do not Spam: People these days have barely enough time to check their personal mail account and when they do, they do not want a load of spam cluttering their inbox. Put yourself in their position. Would you want to open your mail box after a month and see “chain letters” and “forwarded mails”? Point to be noted.
- Do not use the CC (Carbon Copy) function: This is important when you are sending a mail to multiple people. What is applicable for one one associate may not be true for the other. Also, it is insulting for the recipients to be on the receiving end of a mass mail.
- Use BCC (Blind Carbon Copy): Using CC results in all the recipients seeing each other's address which, in a way, is a violation of privacy to someone who may not wish to make his address public. Blind Carbon Copy only reveals two addresses; yours and theirs
- Short messages: It is better to keep your messages short and to the point.
- Avoid Capitals: This is a no-brainer but some people are not aware of this. Typing in caps doesn't emphasise the point more; it is interpreted as shouting.
- Avoid Sarcasm and other Rhetoric devices: Sarcasm and Irony do not work on print as well as they do, when spoken. So, chuck them.
The reason why email etiquette is important is because, you are not there to explain the context of the mail in person. The recipient will interpret the message in any way he pleases and in the off-chance that it is a negative one, it could give rise to a misunderstanding. So if these points are kept in mind, emailing can be as enjoyable as talking or even more. Just keep it simple, sweet and spam free and the main purpose behind emailing can be achieved- to connect. You may also want to know how to keep your email inbox zero.
But now times have changed and so have the etiquettes to go with them. E-mail etiquettes are worlds apart from letter etiquette. When we communicate online, we expect the opposite person to observe some basic manners. Just that way, they expect the same from us and for a fruitful communication, it is important to keep these guidelines in mind and be courteous online at all times:
- Properly title your message: This is a prerequisite for official emails. Business associates do not have time to read emails to get to the gist of the matter. Having a proper - subject line helps make things easier
- Look before you hit send: Remember to go over what you have typed before you “send” it. If return impulsively, it may come back to haunt you
- Do not Spam: People these days have barely enough time to check their personal mail account and when they do, they do not want a load of spam cluttering their inbox. Put yourself in their position. Would you want to open your mail box after a month and see “chain letters” and “forwarded mails”? Point to be noted.
- Do not use the CC (Carbon Copy) function: This is important when you are sending a mail to multiple people. What is applicable for one one associate may not be true for the other. Also, it is insulting for the recipients to be on the receiving end of a mass mail.
- Use BCC (Blind Carbon Copy): Using CC results in all the recipients seeing each other's address which, in a way, is a violation of privacy to someone who may not wish to make his address public. Blind Carbon Copy only reveals two addresses; yours and theirs
- Short messages: It is better to keep your messages short and to the point.
- Avoid Capitals: This is a no-brainer but some people are not aware of this. Typing in caps doesn't emphasise the point more; it is interpreted as shouting.
- Avoid Sarcasm and other Rhetoric devices: Sarcasm and Irony do not work on print as well as they do, when spoken. So, chuck them.
The reason why email etiquette is important is because, you are not there to explain the context of the mail in person. The recipient will interpret the message in any way he pleases and in the off-chance that it is a negative one, it could give rise to a misunderstanding. So if these points are kept in mind, emailing can be as enjoyable as talking or even more. Just keep it simple, sweet and spam free and the main purpose behind emailing can be achieved- to connect. You may also want to know how to keep your email inbox zero.
Wednesday, June 9, 2010
Email etiquette tips to create a positive impact
Do you think you are good at composing emails? Today, email has become the most preferred mean of communication, due to the huge benefits it offers. Email is also economical, when compared to other modes of communication. You need not bother about the style or content, if it is a personal mail. But, when it comes to business, it becomes mandatory to follow some email etiquettes. Still, there are companies that have not recognized the importance of the email communication. Imagine, if you send a mail, but receive a late reply or no reply at all, how frustrating it would? Similarly, person who sends you the mail would feel the same way. If he/she is your client or customer, then your business is gone for a toss.
Like a late reply, an ambiguous email is of no importance to the recipient. Some emails can raise some liability issues to the concerned company. Such circumstances can be avoided by teaching the basics of email etiquette to the employees. Here are some few to help in enhancing your email composing skill.
Lets start with the 'To'. You better fill this box after complete writing the mail content. If you want to distribute emails privately to multiple recipients, use BCC. Coming to subject, it should be precise and the receiver should conclude what the mail is all about.
Start the mail with greeting. Remember that your content should be concise and to the point. When are replying, ensure that you answer to all the questions of the sender. Once you finish composing, read through the mail once. Do a spelling and grammar check before sending. Don't forget to include your signature, especially in the external mails. Also, adding disclaimer to external and internal mail would help business organizations to get rid of liabilities.
Attachment is another important factor to be considered while sending an email. Attach files, only if necessary. If it is a huge file, better compress it.
Forwarding of chain letters should be strictly avoided in an office environment. If you receive any, just delete it.
Capital letters are used only to show that the sender is irate, which could fetch some unwanted response. Hence, it is better to avoid sending text mails in capitals. Likewise, abbreviations and emoticons should not be used in professional mails, because the recipient might not be aware their meaning. An email is like a postcard, hence it is better not to use to discuss confidential information.
These are just the few etiquettes to be followed while sending business mails. Lot many other things are left unmentioned here. If you like hone your emailing skills, try attending a real-time workshop.
Like a late reply, an ambiguous email is of no importance to the recipient. Some emails can raise some liability issues to the concerned company. Such circumstances can be avoided by teaching the basics of email etiquette to the employees. Here are some few to help in enhancing your email composing skill.
Lets start with the 'To'. You better fill this box after complete writing the mail content. If you want to distribute emails privately to multiple recipients, use BCC. Coming to subject, it should be precise and the receiver should conclude what the mail is all about.
Start the mail with greeting. Remember that your content should be concise and to the point. When are replying, ensure that you answer to all the questions of the sender. Once you finish composing, read through the mail once. Do a spelling and grammar check before sending. Don't forget to include your signature, especially in the external mails. Also, adding disclaimer to external and internal mail would help business organizations to get rid of liabilities.
Attachment is another important factor to be considered while sending an email. Attach files, only if necessary. If it is a huge file, better compress it.
Forwarding of chain letters should be strictly avoided in an office environment. If you receive any, just delete it.
Capital letters are used only to show that the sender is irate, which could fetch some unwanted response. Hence, it is better to avoid sending text mails in capitals. Likewise, abbreviations and emoticons should not be used in professional mails, because the recipient might not be aware their meaning. An email is like a postcard, hence it is better not to use to discuss confidential information.
These are just the few etiquettes to be followed while sending business mails. Lot many other things are left unmentioned here. If you like hone your emailing skills, try attending a real-time workshop.
Tuesday, June 8, 2010
Make your Inbox Zero
In every working day, you receive a number of emails, which makes controlling of mails a difficult task. There are times you drown in emails and not sure of how to empty your inbox. This is because you are unaware of how to manage your emails effectively. Remember! Your mail box is not a to-do-list or a place to store all your project-related items. Here are few ways to optimally zero your inbox and have a relaxed control over your emails.
As a first step, create the right email environment. With every email application, inbox, sent, trash, and drafts folders come default. Now, you have to create a new folder – Working, under which three sub-folders need to be created – Answer, Read, and Hold. Now, you might wonder what type of mail should be moved to these folders. Lets discuss it in detail.
Emails you receive might require no action and immediate action. Some mails may take longer to read/reply, where as few needs to be archived. If an email doesn't require any action, just delete it once you read. Mails requiring quick action should be done promptly, and delete them after processing. Here, you might have to create a new folder called 'File/archive' to save emails with information that you might need for future reference.
For mails that need a detailed response have to moved to Answer folder. In Read folder, you will have mails that take more than 2 minutes to read, say lengthier mails. There are instances that action for some mails can only be done with the response from a co-worker. Such mails can be archived in Hold folder. Make it as a practice to empty these folders regularly.
Coming to processing of emails, it is wise to do it in order, and never put a mail back into your inbox. Do not process a mail more than once, which can be eliminated by deleting as soon as you complete processing. Imagine, you have a bunch of emails left in your inbox, you obviously tend to check repeatedly, which is of course a waste of time. Likewise, jumping between mails should also be avoided, or else you would end up in a worse disorganization. When you open a mail, question yourself – What is this? The answer would determine your next action.
Don't treat your emails as an action reminder. Action for the received mails may involves single step or multiple steps, hence create an action list and a project list and delete the mail. But, you need to review these lists regularly.
Once you have arrived inbox zero, another challenge lies in maintaining it. But, it is not as hard as your imagine. Check your mails every hour, process all the newly received ones, pay attention in clearing out working folder, and finally have a track of your action list and project list. Follow these principles, and you would surely have a good email workspace.
There are other nuances involved in the inbox zero concept, which can only be learned through a comprehensive training. Now, you have the opportunities to be a part of workshops conducted by experts and excel in organizing all your emails.
As a first step, create the right email environment. With every email application, inbox, sent, trash, and drafts folders come default. Now, you have to create a new folder – Working, under which three sub-folders need to be created – Answer, Read, and Hold. Now, you might wonder what type of mail should be moved to these folders. Lets discuss it in detail.
Emails you receive might require no action and immediate action. Some mails may take longer to read/reply, where as few needs to be archived. If an email doesn't require any action, just delete it once you read. Mails requiring quick action should be done promptly, and delete them after processing. Here, you might have to create a new folder called 'File/archive' to save emails with information that you might need for future reference.
For mails that need a detailed response have to moved to Answer folder. In Read folder, you will have mails that take more than 2 minutes to read, say lengthier mails. There are instances that action for some mails can only be done with the response from a co-worker. Such mails can be archived in Hold folder. Make it as a practice to empty these folders regularly.
Coming to processing of emails, it is wise to do it in order, and never put a mail back into your inbox. Do not process a mail more than once, which can be eliminated by deleting as soon as you complete processing. Imagine, you have a bunch of emails left in your inbox, you obviously tend to check repeatedly, which is of course a waste of time. Likewise, jumping between mails should also be avoided, or else you would end up in a worse disorganization. When you open a mail, question yourself – What is this? The answer would determine your next action.
Don't treat your emails as an action reminder. Action for the received mails may involves single step or multiple steps, hence create an action list and a project list and delete the mail. But, you need to review these lists regularly.
Once you have arrived inbox zero, another challenge lies in maintaining it. But, it is not as hard as your imagine. Check your mails every hour, process all the newly received ones, pay attention in clearing out working folder, and finally have a track of your action list and project list. Follow these principles, and you would surely have a good email workspace.
There are other nuances involved in the inbox zero concept, which can only be learned through a comprehensive training. Now, you have the opportunities to be a part of workshops conducted by experts and excel in organizing all your emails.
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