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As a consultant in the field of email management, I thoroughly enjoyed a blog post which I am hopefully crediting in part in the correct manner as written by Roz Usheroff; my synopsis of which follows:
In brief, given it unlikely you would walk into a job interview without checking your appearance in the mirror, keep in mind that email paints a picture of who you are and delivers subliminal (even overt) messages about your level of professionalism, confidence and business decorum. Choose words as carefully as you would your wardrobe for an important business meeting; would you really want to arrive with the electronic equivalent of spinach in your teeth?
• Choose the correct wardrobe: Using fancy fonts, colorful backgrounds and smiling, winking or crying emoticons are the electronic equivalent of dressing inappropriately at work. Save your party dress or lime green tie for the weekend. Don't make your recipient switch fonts to respond because you created stationery with a purple background.
• Choose the appropriate venue: Is this is a "conversation" you would have in a public restaurant or is it better suited for the privacy of an office or conference room? Keep private conversations private; pick up the phone or meet in person as it's unlikely an email exchange will remain private.
• Fine tune your virtual handshake: Address recipients directly, professionally and politely; begin with a greeting and end with a courteous closing.
• Err on the side of formality. Email and text messages are completely different mediums; don't ask someone "2 get bck 2 u ASAP" in a professional email.
• Make your subject line work for you. Inform the reader about the contents in six words or less.
• Avoid all using all caps , excessive exclamation points or dollar signs; the trademark of a spammer.
• Change the subject line when you reply to a message and the topic has changed.
• Just as you would be respectful of someone's time in a meeting, respect your recipient's time; be direct, get to the point quickly.
• Put yourself in recipient's shoes. Is there a double meaning in your phrases? Saying "I tried calling without success" may cause the recipient to conclude that you are blaming them for ignoring your calls.
• Get your flu shot; stay current with anti-virus protection on your computer. Passing a virus by email brands you technologically out of date.
• Weigh your luggage; large attachments tie up your recipient's inbox and wreak havoc on their Smartphone. When you have a large file to transfer, ask your recipient when and how they would prefer to receive it.
• Avoid being a poet or a preacher; although it has become popular to add a favorite quote to your email signature - if you do use one, avoid controversial, religious, political, preachy or quotes that are just plain odd.
So my friends, take a fresh look at how you appear to be dressed in the sight of others, i.e., your peers, clients, prospective clients; maybe it's time to update the wardrobe a bit!
In brief, given it unlikely you would walk into a job interview without checking your appearance in the mirror, keep in mind that email paints a picture of who you are and delivers subliminal (even overt) messages about your level of professionalism, confidence and business decorum. Choose words as carefully as you would your wardrobe for an important business meeting; would you really want to arrive with the electronic equivalent of spinach in your teeth?
• Choose the correct wardrobe: Using fancy fonts, colorful backgrounds and smiling, winking or crying emoticons are the electronic equivalent of dressing inappropriately at work. Save your party dress or lime green tie for the weekend. Don't make your recipient switch fonts to respond because you created stationery with a purple background.
• Choose the appropriate venue: Is this is a "conversation" you would have in a public restaurant or is it better suited for the privacy of an office or conference room? Keep private conversations private; pick up the phone or meet in person as it's unlikely an email exchange will remain private.
• Fine tune your virtual handshake: Address recipients directly, professionally and politely; begin with a greeting and end with a courteous closing.
• Err on the side of formality. Email and text messages are completely different mediums; don't ask someone "2 get bck 2 u ASAP" in a professional email.
• Make your subject line work for you. Inform the reader about the contents in six words or less.
• Avoid all using all caps , excessive exclamation points or dollar signs; the trademark of a spammer.
• Change the subject line when you reply to a message and the topic has changed.
• Just as you would be respectful of someone's time in a meeting, respect your recipient's time; be direct, get to the point quickly.
• Put yourself in recipient's shoes. Is there a double meaning in your phrases? Saying "I tried calling without success" may cause the recipient to conclude that you are blaming them for ignoring your calls.
• Get your flu shot; stay current with anti-virus protection on your computer. Passing a virus by email brands you technologically out of date.
• Weigh your luggage; large attachments tie up your recipient's inbox and wreak havoc on their Smartphone. When you have a large file to transfer, ask your recipient when and how they would prefer to receive it.
• Avoid being a poet or a preacher; although it has become popular to add a favorite quote to your email signature - if you do use one, avoid controversial, religious, political, preachy or quotes that are just plain odd.
So my friends, take a fresh look at how you appear to be dressed in the sight of others, i.e., your peers, clients, prospective clients; maybe it's time to update the wardrobe a bit!
