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10
Tips for Effective E-mail
by Ellen Dowling, PhD
- Think before you write. Just because you can send
information faster than ever before, it doesn’t mean that you
should send it. Analyze your readers to make certain that you are
sending a message that will be both clear and useful.
- Remember that you can always deny that you said
it. But if you write it, you may be held accountable for many many
moons. You may be surprised to find where your message may end up.
(As an example of “What Not To Do” in Ellen Dowling’s
Writing Strategies class?)
- Keep your message concise. Remember that the view
screen in most e-mail programs shows only approximately one half of
a hard-copy page. Save longer messages and formal reports for attachments.
On the other hand, do not keep your message so short that the reader
has no idea what you’re talking about. Include at least a summary
(action or information?) in the first paragraph of your message.
- Remember that e-mail is not necessarily confidential.
Some companies will retain the right to monitor employees’ messages.
(Refer to #1 and #2, above.) Don’t send anything you wouldn’t
be comfortable seeing published in your company’s newsletter
(or your community’s newspaper).
- Don’t attempt to “discipline”
your readers. It’s unprofessional to lose control in person—to
do so in writing usually just makes the situation worse.
- Don’t “spam” your readers. Don’t
send them unnecessary or frivolous messages. Soon, they’ll quit
opening any message from you.
- DON’T TYPE IN ALL CAPS! IT LOOKS LIKE YOU’RE
YELLING AT THE READERS! Remember, if you emphasize everything, you
will have emphasized nothing.
- don’t type in all lower case. (unless you’re
e.e. cummings.) if you violate the rules of english grammar and usage,
you make it difficult for the reader to read.
- Use the “Subject” line to get the
readers’ attention. Replace vague lines (“Information
on XYZ Project,” or “Status Report Q1”) with better
“hooks”: “Need your input on Tralfamadore Project,”
or “Analysis of recent problems with the new Veeblefetzer.”
- Take the time to poofread your document before
you sent it. Rub the document thru the spell checker and/or the grammer
checker. Even simpl tipos will make you look sloppie and damage you’re
proffessional credubility.
For more information, contact:
Ellen Dowling, PhD
Dowling & Associates, Inc.
2845 Aliso Drive N.E.
Albuquerque, NM 87110
(505) 883-8070
Email: edowling@standuptrainer.com
Internet: www.standuptrainer.com
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Mind
Tools
Book Reviews...
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The
Elements of
Style by Strunk
and White |
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"One glance in any newsroom
or on the desk of even the most accomplished writers and
you are sure to find this small, easy-to-read, easy-to-understand,
no-nonsense guide to writing. It is clear, concise and perhaps
the best book of its kind. If you plan on writing a great
deal of letters or even proposals, it is strongly recommended
that you picky up this nifty guide, which by the way, will
fit in your shirt pocket."
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Effective
Business
Communications
by David Irwin |
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Based on Business Information Fact
Sheets, by economic development agency Project Northeast,
this handy and informative pocketbook consists of comprehensive
sections on the basics of communicating in every situation
imaginable. Edited by David Irwin, this business action
pocketbook will be of great use to anyone working to strengthen
his or her own communications in the business arena. The
book also includes practical checklists and valuable tips
that can be easily implemented to prompt positive, life-long
changes.
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Effective
Communication
by John Adair |
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Written by John Adair, this book
details in easy-to-understand language the essentials of
communications then explains the nature of communication,
putting great emphasis on the four skills needed for effective
communications – speaking, listening, writing and
reading. It clearly defines common communication problems
then gives readers the information they need to overcome
these. The book includes great information on presentation
skills and points out exactly what is needed to achieve
a successful interview and to ensure your business meetings
are as effective as can be. While parts of this book are
academic in nature, it is excellent at equipping the reader
with practical information that will improve communications.
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Contemporary
Business
Communication
by Boone, Kurt
& Block |
The second edition of this book,
written by Louis E. Boone, David L. Kurt and Judy R. Block,
is the A to Z book of business communications. This book
leaves nothing to question, thoroughly outlining the basics
of business communications in an organization then outlining
exactly how to master communication technology. This book
goes into great detail, clearly showing the very best in
written and verbal communications, even showing how to organize
business documents, written requests, messages, reports,
presentations and more. The book goes on to explain what
is needed to build truly effective communication skills
in all of these areas, and much, much more. This is further
supported by important information on resume writing and
interviewing, making this book a reliable resource few business
people can afford to be without.
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