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Email is a vital part of business communication. According to a recent study, most employees spend at least one-third of their time at work on e-mail. Unfortunately, many employees don't know how to use e-mail well, nor do they understand the risks of using it inappropriately.
Before you hit the "Send" button, ask yourself these questions:
1. If the message is addressed to more than one person, does it really need to be? "Reply all" should be used very sparingly.
2. Am I angry? If so, save the message as a draft and return to it at least an hour later.
3. Have I re-read what I wrote to be sure it's well-written and punctuated correctly?
4. Could I better accomplish the purpose of the message with a phone call or other method of communication?
5. Am I covering more than one subject? If so, consider sending a separate message for each subject.
6. Am I blind-copying anyone? If so, how will the primary recipient feel if he/she finds out?
7. Am I attaching a file that may be too large for the recipient to receive or in a format that will be difficult for the recipient to open?
8. Have I included a "subject" line that provides the recipient with a useful context for my message?
We hope you'll follow these guidelines to make email a more useful and effective business tool.
