You are on your inbox all day, well why not is the number form of communication and sometimes is the only way most of us communicate. Today your e-mail as much a part of your professional images as the clothes you wear to the office, how you are perceived by your co-workers, the handshake you offer or how you greet others. Imagine you just spend all day reading messages, deleting, crafting replies and downloading all those creepy images you’ve been receiving by other co-workers. Your e-mail box was full today and tomorrow promises to be no different. Now, what is the urgency? Is there a point in where everyone need everything immediately? Are there rules for managing e-mails, replying to others on times, is there a way to be polite but yet stern without having to use all CAPS?
If you want to press on every level and begin to build relationships, pay attention to your e-mail and steer clear of these 10 e-mail mistakes.
1. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. CAPITALS should only be used if you are talking to a friend not a co-worker, this can be highly annoying and might cause to trigger unwanted emotions and misunderstandings. Writing in all CAPS may sound offensive therefore, try not to send any e-mail text in capitals.
2. Omitting The Subject Line We are way past the time when we didn’t realize the significance of the subject line. It makes no sense to send a message that reads “no subject” and seems to be about nothing. Given the huge volume of e-mail that each person receives, the subject header is essential if you want your message read any time soon. The subject line has become the hook.
3. Do not overuse Reply to All. Only use Reply to All if you really need your message to be seen by each person who received the original message. If you receive a message that is to: (You) with CC (to other’s) do not reply to all unless the other people that are CC must be involved. There is nothing more annoying than receiving 10 e-mails from a conversation that you do not pertain to. Only reply to those that must be involved in the subject.
4. Writing The Great American Novel E-mail is meant to be brief. Keep your message short. Use only a few paragraphs and a few sentences per paragraph. People skim their e-mail so a long missive is wasted. If you find yourself writing an overly long message, pick up the phone or call a meeting.
5. Answer swiftly. Your co-workers or boss is e-mailing you because they wish to receive a quick response. If they did not want a quick response they would send a letter or a fax. Apply the 24hr rule, do not leave a single e-mail unattended this is the reason they send it to you in the first place. If you do not respond within 24hrs most likely the person will think you did not receive it and will resend it again or reach out to a higher up who can? -and who wants your boss calling you because an e-mail? If the e-mail is complicated, just send an email back saying that you have received it and that you will get back to them shortly. This will put the person’s mind to rest and usually they will become patient.
6. Thinking That No One Else Will Ever See Your E-Mai Once it has left your mailbox, you have no idea where your e-mail will end up. Don’t use the Internet to send anything that you couldn’t stand to see on a billboard on your way to work the next day. Use other means to communicate personal or sensitive information
7. Leaving Off Your Signature Always close with your name, even though it is included at the top of the e-mail,
and add contact information such as your phone, fax and street address. The recipient may want to call to talk further or send you documents that cannot be e-mailed. Creating a formal signature block with all that data is the most professional approach.
8. Sending Too Many images & attachments: Have you ever received an e-mail with 20 images attached or 4 PPT presentations on your inbox? Not only is this annoying but hard to download and not too mention it fills up your inbox quickly. If you must send images put them on a USB stick, create a zip drive or FTP account, there are also many other online options like yousendit.com that will allow you to send big files for free. If you are sending personal data to a co-worker use your personal e-mail and share your images via FLICKR or Facebook.
9. Forwarding E-Mail Without Permission Most everyone is guilty of this one, but think about it. If the message was sent to you and only you, why would you take responsibility for passing it on? Too often confidential information has gone global because of someone’s lack of judgment. Unless you are asked or request permission, do not forward anything that was sent just to you.
10. Failing To Change The Header To Correspond With The Subject adding more details to the header will allow the recipient to find a specific document in his/her message folder without having to search every one you sent. Start a new message if you change the subject line all together.
