Subject: Field Tips

On a regular basis those who I communicate with comment on how I use the Subject: field. I use the Subject: field to help set the tone or to let the recipient know what to expect. So, I thought I would share what I do with you today.

Before the established Subject:, I type in the following:

FOLLOW UP:
FYI:
QUESTION:
UPDATE:

Or when I reply to an inquiry I use: REPLY:. Then, as the conversation goes on, I change that to reflect REPLY [2], REPLY [3], etc. Doing this helps both sides keep the conversation in order when organizing e-mails by the Subject:.

You get the idea... ;-) By adding to the Subject: field as noted above, I let the other side know basically why I am replying to that specific e-mail and what I am looking for.

HTH!

Netiquette Includes Reading

Having over 10 Web sites means every single day I get e-mails from folks who do not want to take their time to read the information I provide. In fact, part of Netiquette includes doing just that. Taking the time to read the information that is included on a Web site, eZine or order acknowledgement that has been supplied.

Who would have thought a mere decade ago that so much information would be at one's figure tips? In some cases -- too much information. That said, for the information we seek out, request or are provided based on our online activities, one should at the very least take the the time to review it. Are we now so rushed, so busy, so lazy we don't want to take the time to read?

Instead, we e-mail site owners asking questions whose answers can easily be found on their sites with minimal effort. We call up site owners claiming credit card fraud because we didn't read the order e-mail with the details of how the charge would be displayed on our statement. Better like the taste of humble pie!

I understand that some Web site owners do not have clear navigation on their sites. I also know that many do not detail what you should look for on your credit card statement to avoid confusion. Those sites are not what I am referring to.

For those sites that are well developed and do take the time to provide to you the information you seek and the details you need to be aware of -- read them!

Are You a 2 X 4 in E-mail?

I have a saying I use on occasion; "They had the personality of a 2 X 4!" Which in essence means no personality at all.

Many don't take the time to reflect their personality and style in their e-mails. When e-mailing, feel free to show your personality in your writing style! How do you do that? Simple -- just type as if you were face-to-face and talking with the person on the other side.

Why is this important? Because it lends to nurturing relationships and avoiding miscommunications. For example, I have one client that is so dry and terse in his e-mails. There are times I have wondered what he is mad about. If you didn't know him personally you may even assume him to be a jerk. But he isn't! He is the nicest guy you would want to meet. Every time I've met him for a meeting, I am astounded at how nice and funny he is!! You would never guess this based on his e-mail communications.

By not reflecting his personality in his e-mails, I think he is missing out on folks getting to know what a neat guy he is. People like communicating and doing business with folks they like. (Some may even be put off due to his curtness.)

Feel free to type as you talk and show what a neat person you are too!

Formality Matters

Too many assume too informal of a tone in their e-mails. Yes, with those you know very well, be as informal as you like. But for all other e-mail, you should be as formal as possible until the situation clearly warrants otherwise.

When you e-mail a Web site with questions or for assistance, if you are too informal (not using proper grammar, sentence structure, spell check, etc.) your inquiry may not be taken seriously.

When e-mailing a group or new contacts that don't know you very well, even if for personal reasons -- by being too informal those that don't know you may make incorrect assumptions as to your educational level or your sincerity about the topic at hand.

It will never cause any harm to use the epitome of formality when forging new relationships whether they be personal or professional. Let the other side, the tone of ongoing communications and your discretion guide you as to when is best to begin a more informal approach.

Be Open to Learning...

This week has been a wacky one! For some reason I am faced almost on an hourly basis with folks disregarding the importance of Netiquette. Several insinuating Netiquette is my opinion; not the way everyone should use technology.

How weird is that!? Even if I were the one who invented Netiquette, what's so wrong with using technology with courtesy for others, understanding of what you are doing and knowledge about the big-picture -- not just about what you prefer to do at that moment in time? You know my motto:

"Using technology effectively to communicate with others both personally and professionally with knowledge, understanding and courtesy."

To some, my stance on Netiquette makes me hell-spawn. I can hear it in their voices and see it reflected in the terse tone of their e-mails.

For the most part, nobody has had any formal training about how to use technology properly. We are all self-taught and doing our own thing. Just because technology swept into our lives over the past decade does that mean anything goes?? That the basics of how to use technology and being courteous to others no longer matters?

Many only want to do what they want to do. (It's the "all about me" mentality.) They are not open to changing their ways -- even if it proves to have a negative impact on how they are perceived.

To me all these issues are common sense and important enough to be paid attention to. I've always been open to learning new things, especially when I know I am in foreign territory. And, believe it or not, we are all still in foreign territory. Each and every day brings the opportunity to be open to learning new things and to work at building our skills.

After plugging away for the past 10 years on the topic of Netiquette, I am still surprised at the overwhelming lack of desire to learn and embrace this information. It appears I still have my work cut out for me....

Rules for Forwarding E-mails

Several times each week I get asked for guidance when it comes to forwarding emails written by others. Is one to copy the original sender and/or ask if it is O.K. before forwarding their e-mail? A resounding YES!

Whether it be a business or personal e-mail, common courtesy would dictate you don't forward without the original sender's knowledge. They may not appreciate the e-mail they wrote to you being sent to those they don't know.

In addition, all e-mails are naturally copyright protected by the author. So in order to forward a private e-mail to another person, or to post it anywhere online you need to get the writer's permission to do so first.

Cc'ing doesn't negate asking for permission. Private e-mails are sent and written to the party for which they were intended, not to be sent to others without their permission first.

I have an article on forwarding on my site that you might find helpful that covers the 5 Rules for Forwarding

HTH!

Ongoing Group Conversations

When it comes to ongoing e-mail conversations amongst a group folks, whether it be for business or personal, there are a few things to keep in mind.

All to often there is a lack of thought when clicking "Reply to All". Unless "all" needs to be aware or cares about your comments -- which is usually not the case -- one should remove any e-mail address of those that don't need or wouldn't be interested in your comments.

Then, you add that many don't make the effort to down-edit their ongoing conversations and you have a mess and opportunity for miscommunication. When everyone has to weed through all the back and forths, the conversations looses its focus.

Here are some tips to consider when you find yourself involved in an ongoing back and forth e-mail conversation:

1) Use Reply to All sparingly and only when absolutely necessary. The majority of times, editing down the list of addresses to those who your comments directly apply is recommended.

2) Always down-edit ongoing conversation to include only that from the previous e-mails that is required for the clarity of the continuing conversation.

3) If the overall topic of the conversation takes a new direction, do change the Subject field to note the new focus. For example: Subject: Trip Details and Links WAS: Where should we go?

HTH!

Caps & Formatting Don't Matter?

I received an e-mail over the holiday stating I am nit picky and that typing in caps or using formatting just isn't a "big deal." I do not state anywhere that doing so is a big deal. What I explain is that it is the source of many a misunderstanding because senders are not making sure their meaning or intent when doing so is how they want to be perceived.

Many type in all caps, bold and increase font size, then get offended when the other side perceives the intent those actions relay. Since the inception of e-mail (before Judith BTW) typing in all caps was a way of accentuating your meaning. Yelling, screaming, whatever you want to call it, typing in caps was to make a point.

After all these years, it still seems folks still do not realize that what words they choose to use and how they choose to type them, makes a difference. When formatting is used it can affect how the intent of their e-mail will be perceived.

Perception:
tr.v. per·ceived, per·ceiv·ing, per·ceives

1. To become aware of directly through any of the senses, especially sight or hearing.
2. To achieve understanding of; apprehend.

When it comes to your e-mails how does the person on the other side comprehend your intent or meaning? By the words you choose, how you use them and how you may decide to format them. If you bold certain terms, make them red in color and a larger font - what do you think the person on the other side is going to perceive? That you are making a point - to say the least. So don't get upset when they come back at you because they assumed you were doing just that.

You are how you e-mail. If you don't make the effort to use that spell check button - you'll look like you can't spell (illiterate). Type in all caps, folks will assume you are yelling--or worse too lazy to use the shift key. Format certain terms or sentences and you are adding emphasis and the person on the other side will perceive just that.

I guess the bottom line is whether you like it or not - these perceptions will be there. To choose to ignore this issue because you don't like it or you don't want to take the time to make sure your intent is clear, won't change the fact that you will be judged by the words you choose to use and how you use them. Especially if you are online for commercial gain. Your lack of e-mail skills can be a deal-breaker. Count on it.

I am of the belief that having a strong vocabulary and command of the English language negates the need for any formatting. Call me wacky!

Nihil est in intellectu quod non fuit prius in sensu.
"Nothing is in the understanding,
which was not first perceived by some of the senses."