Platinum Author
Some simple guidelines for making the most of your email.
1. Use email for simple, short communication. Long emails are hard to read and more likely to be ignored.
2. Be clear if you are expecting a response or specific action to your email.
3. Don't use complex formatting which will be unreadable. Not everyone receives HTML emails - some people can only receive plain text messages.
4. DON'T SHOUT - using capitals is seen as shouting.
5. Be professional in your email communication as in any area of your business, don't use inappropriate language, shortening acronyms like BTW (by the way) or emoticons.
6. Read through the message before you send it to make sure it makes sense and check your spelling, punctuation and grammar. Read it with fresh eyes not reading what you think you wrote.
7. When replying to a message - only include the relevant part of the previous message if it's useful to the flow of the communication. Don't automatically tag on all of the previous messages if they're not needed.
8. When sending a mailing to multiple users - use the bcc field - this way the email addresses aren't automatically viewable by others on the list or could be forwarded to third parties.
9. Only cc relevant people on emails. Don't blanket copy everyone unless they really need to see what you've said.
10. Not everyone has high-speed connections or endless space in their mail systems - keep attachments as small as possible.
11. NEVER forward virus warnings and chain-letters however convincing they are. You can check for hoaxes and spam on sites like Breakthechain.
12. With spam filters getting more and more rigorous an important email can easily be missed or never arrive.
13. Even if you request a 'read receipt', don't assume that just because you've hit the send button the email is going to end up in someone's Inbox.
14. If something important needs to be communicated - don't leave it to email - pick up the phone.
About this Author
Clare Evans is the author of Time Management FD. She is a personal and business coach and enables individuals and business owners to get more out of their day and make better use of their time.
How good is your Time Management - find out in my FREE Time Audit and get free articles, information, tips and resources when you register for her free newsletter http://www.clareevans.co.uk
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