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February 20, 2013

E-Mail Etiquette Tips for Your Staff to Follow

E-mail is the preferred method of communication for the majority of businesses today. Even with the increase in texting and instant messages, e-mail still provides the most flexible option for conveying important information. As a manager, you know how important effective e-mail practices can be for helping your business to run smoothly. The following e-mail etiquette tips can offer you a way to help your staff to maximize their use of this important way to communicate.

  • Assume People Other Than the Recipient May Read the Email

Everyone has heard a horror story of an e-mail mix-up, or they may have experienced one themselves. To avoid potential misunderstandings, always assume that someone other than the intended recipient may be reading an email. In a day of easy forwards and misplaced keystrokes, no one can ever be certain where an e-mail may end up. This one tip alone can help save you or your entire department from many potential embarrassments.

  • Know When to Send and When to Call

Timing is crucial when sending an e-mail. Although it may seem easier to send out an e-mail regarding a meeting that starts in an hour, the odds are that many people may not see it in time. Therefore, consider the nature of the message before hitting send. If it is easier to say it in person, then a simple phone call could be more effective.

  • Keep It Simple

We have all been on the receiving end of long-winded or overly punctuated messages. While it may have been sent with the best of intentions, the unfortunate truth is that most of the points may have been lost in the junk. Streamline messages. Keep images and emoticons to a minimum. On the receiving end, it is best to avoid mentioning instances of bad grammar or incorrect spellings in replies.

By practicing a little common courtesy, everyone can enjoy the rapid exchange of information that e-mail offers.

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