Email Etiquette Tips
Communication expectations can be unrealistic with the fast pace we move at and the overwhelming items on the to-do list. In an effort to increase efficiency and minimize misinterpretations, the short list below will aid in managing email.
What is written is permanent and can be shared.
When writing emails be cautious in what is written and be prepared for the email to be forwarded and shared with others.
When it is necessary to share confidential information, utilize a Secure Email system to protect confidential data and most secure email programs allow tracking of emails to include if forwarded.
Can you believe it, tone is not only verbal and physical gestures but also how one interprets the text. Add words of congeniality to minimize negative interpretations of emails and invite feedback to ensure ongoing communication.
Never email bad information. Some conversations are still best had face to face or worst case over the phone.
Speed up the conversation.
Ever experience “phone tag?” After playing phone tag for a couple of times, take the effort to write an email stating what you need and schedule a time for discussion versus the phone tag game.
Sweet & to the point.
Emails must be detailed, easy to read and concise; use bullet points and potentially underline or bold important information, but don’t overuse font techniques and never use all capitals.
Not everyone email can be responded to with a complete answer immediately, but acknowledge receipt within 24 hours and provide an expected answer timeframe.
Manage email by creating folders.
Emails are important and it becomes increasingly important to save for future reference; however, your inbox is not the place to save such emails. Set up folders to save information and manage your inbox.
A goal should be to use the inbox as a to do list and once a week get the inbox down to only one page as a large inbox can feel overwhelming to tackle; some people actually delete everything in their inbox and start over- not my choice but it works for some.