Mind your manners! (E-mail Etiquettes)
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Just as you reach your workplace and have finally settled in your chair. After you’ve switched on the computer and have finally got over with the boot and installation process and as you click for your mailbox to open, you are greeted with the pop-up “ Your mailbox has exceeded it’s limit. Delete unwanted messages.”
While you delete the messages many of them would me messages of gigantic proportions about information on humour or funny pics or maybe the sceneries in the world. Some messages would be a daily quote someone sends religiously every morning to keep smiling or work harder. Some messages may not be related to you at all. These interestingly might be a conversation between two others who just love replying to all.
Written communication has changed a lot from the physical paper to the virtual screen. Ever since computerization has taken place a lot has changed. No one talks of a letter or a postcard. Now, the pen has been taken over by the keyboard, the paper by your computer screen and the letter by e-mail. But the etiquettes involved remain somewhat the same. After all we do have a 4 GB limit to our mailboxes, why would that matter? Even at the office it may be lesser space, why should that matter either? Some people however think that since they are e-mailing and not writing it on a paper, they can just send anything.
There are a 10 simple points we could follow at the work place while e-mailing to others:
1. Use a proper format:
You should use a proper format for mailing. It should have the subject in brief text. While typing the mail, address it properly with Dear Sir/Madam. Once you have written everything, spell check it and finally use your signature.
2. Forwarding what matters:
You don’t have to forward every bit of information sent to you in form of hoaxes, scientific data, beautiful sceneries and quotes. And you don’t have to forward everything to everyone. At the workplace, stick to forwarding what is relevant. If you know the person well and feel that your mails would interest him, only then forward the informative mail you have.
3. Check the size of attachments:
If you happen to send attachments, it’s worth checking the size before sending. Sometime we forward messages with images or videos which are very large. If possible compress the file and send. It’s no good sending gigantic attachments that would just take away all the space in the recipient’s mailbox or completely block it.
4. Reply to the sender:
Always make sure that you reply to the sender only and not press “Reply to all”. Your communication should be discreet. Its not a public notice that everyone should know about.
5. Using CC and BCC in mails:
There are some communications, messages wherein copies have to be marked to either your superiors or the team. Use a CC to do that. But stop using the CC to send a copy of all mails to the boss or the team. Similarly use the BCC function in a limited manner. You don’t have to send a copy of every mail, just the relevant ones.
6. CAPS OFF:
Keep the caps off i.e do not write the whole mail in capital letters. Such kind of mails written in capitals is considered to be impolite and loud mails. Only use capital letter on the part or words you want to stress on; in your message.
7. Avoid the bling:
Many times we highlight a specific line in the mail. Dark highlights like black, brown or purple lessen the appeal of the message. Dancing fonts and funny images can ruin the message you send.
Choose the colours wisely. Choose your fonts and if your company has a standard font, stick to that. Avoid any animated text, smileys and animated signatures. All this adds to the space and kills the simplicity of the message.
8. Stick to the subject line:
Day in and out we communicate with the same person about different issues. Remember to stick to the main subject mentioned in your subject line. If you want to remind the same person about a pending issue, do not club it in the same mail. For such situations, issue gentle reminders or type a fresh mail.
9. Use irony wisely:
There are many times we want to vent out in mails. If you happen to use a comparison, quote, pun or irony in the mails, its best you check that the message is well drafted before you send. Many times jokes are misunderstood in the workplace. Better to avoid it especially if you are communicating with seniors.
10. Keep it short and simple:
Sometimes we forget the length of our messages. Some messages appear to be stories instead. Think what you want to convey and try to keep the message simple. Also avoid using complicated words and acronyms in the message. To avoid any confusion, keep the message simple and short.
Etiquettes are said to be mirrors that reflect one’s personality. In business communication; this is very important as every mail sent is an official record in itself. Your messages present your work. We must understand its importance and respect technology as well as the people around us.
True there is no paper involved, the person you’ve sent to just has to delete it if he/she is not interested, but we should value every persons privacy, position, time and his space, even if it is just his mailbox.