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This blog has successfully been migrated to my own server at NetManners.com.

Please do change your bookmarks and stop by and say Hi!

E-mail Etiquette Matters!

At your service,
Judith
NetManners.com

Move Notice

I've yet to post this week -- I'm swamped!! I was surprised at how many regulars typed to me when they missed my usual "Monday E-mail Mewl!" -- don't worry I'll be back in the saddle full swing for next Monday. What I've been up to is moving my Blog to my server over at NetManners.com.

This week will continue the move process while I get things setup over there. Please do change your bookmarks and stop by and say "Hi!" at my new locale!

Thanks!
Judith

NSFW = Not Safe For Work

I was interviewed recently on my view in regard to the use of the acronym NSFW. Apparently some felt that an acronym noting "Not Safe For Work", is necessary when sending e-mail to those they knew were at work to warn them that the content or links contained within were of a questionable nature and not proper for the work environment.

My reaction was there is no need for such an acronym. By virtue of having to type it should tell any astute person that they should have enough common sense and respect to not send e-mails with questionable content to someone's work e-mail.

And, to those who have others sending you e-mails that need this acronym noted to warn you, you should be a responsible employee and tell the Sender to no longer use your business e-mail address for anything not business related. At that time you can also provide your personal e-mail address for e-mails of that nature.

It amazes me in this day and time how we spend so much time creating ways to justify things we know we shouldn't be doing in the first place. Using company e-mail for anything other than company business should include this acronym: IUE (Irresponsible Unreliable Employee).

No E-mail Etiquette Training?

I read a recent study that reflected 60-70% of businesses do not offer any sort of E-mail Etiquette Training! No wonder so many employees, customer service reps and business owners themselves seem to not realize the importance of proper practices.

In business, on or off-line, impressions are everything. Think about it... off-line you notice what people wear, how they present themselves, the quality or lack there of in regard to their business cards.

The very same applies online. As an example, if you e-mail in one liners, do not spell check, do not use proper sentence structure or lack basic grammar, how do you think that reflects on you and your business? Not good.

I've worked with all kinds of professionals over the years, some unfortunatley assuming they are more professional than they actually are. All too often these folks come off as terse, demanding, rude, uneducated and lazy simply because they are either not aware of or choose not to practice proper E-mail Etiquette. Some to the point where their e-mails are so unprofessional that I wouldn't consider returning the favor and doing business with them.

E-mail Etiquette isn't brain surgery. It is simply a set of basic skills, considerations and courtesies every business, business owner and employee needs to be aware of and practice to ensure their business thrives both off and online.

Why are folks so resistant to something that can do nothing but add a positive shine to their business? Because they are not aware of the importance of E-mail Etiquette in their branding efforts. Yes, branding. Everything you do related to your business can affect your branding. How you e-mail is part of that process.

A great starting point for any internal training program is my article Business E-mail Basics.

"There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified
by these four contacts: what we do, how we look,
what we say, and how we say it."
- Dale Carnegie (1888-1955) American Educator

The Truth About "i"

When you want to be taken seriously, you need to communicate as though you care to be taken seriously. When you type "i" when it should be "I" -- you look uneducated and lazy.

What is so hard about capitalizing the letter "i"? When I type about anything where I refer to myself, I capitalize "I". I don't cut corners and try to "save time" by not hitting that shift key. Never has the thought crossed my mind to not use the shift key when appropriate.

Besides proper sentence structure, punctuation and grammar -- capitalizing "I" shouldn't be overlooked or underestimated. Perception is the only reality online and how you type will reflect on you -- good, bad or indifferent. Why not take that one extra step and hit the shift key?

If you have an education -- use it.

Monday's E-mail Mewl: No Sign-Off

Last week's mewl was about the lack of a greeting in e-mails. This week its counterpart takes front and center -- closings or sign-offs.

Your sign-off gives you the opportunity to wrap-up the tone and intent of your e-mail. Not including a closing may seem abrupt or impersonal if you don't sign you name.

When asking for assistance, always close with a TIA, Thanks!, Appreciate your support! -- something that reflects your sincere gratitude for the time that is spent helping you.

Included with your closing should also be your name. How you choose to sign-off, as well as how you type your name, sets the formality of your e-mail. Whether you use, for example, Charlie or Charles, Susan or Sue -- will have an effect on the perceived level of formality in which you are communicating with that particular recipient.

Little things make a big difference when in comes to e-mail. Don't forget an appropriate closing and sign-off. And, yes, I do have an article for more info: E-mail Sign-off Considerations.

E-mail Etiquette = Courtesy

I've been tracking discussions on E-mail Etiquette for over a decade. Just recently the topic has become one of serious discussion now that everyone is writing a book on E-mail Etiquette. That's fine with me! The more legitimacy this topic is given by virtue of those trying to make money off of it -- is good PR as they say.

Me? I've been writing and publishing my books simply to get the word out. I've never considered this my profit-zone. My book sales help support my online costs and allow me to continue to support this important topic, that unlike other authors, I am passionate about, practice what I preach in the process and am not into for the money.

Recently, I've seen a trend of folks striking out against all this talk about e-mail etiquette. From one liner e-mails with no greetings being just fine -- "...e-mail after all is only extended IM." Or, even comments about "...why take the time to type all this ancillary nicey stuff? Just type what you mean and that should be good enough!"

E-mail Etiquette, as does any other form of etiquette, exists as a way to reflect courtesy for others. The day you feel that courtesy is no longer necessary and that only what you want to do or are willing to do is sufficient, is the day that you leave part of your humanity behind.

There is nothing wrong with taking the time to use technology properly and to ensure that your actions are perceived positively by the other side. To reflect courtesy for those you communicate with, to me, is time well spent.

E-mail Organization Tips

With all the e-mail we get hourly into our inboxes it is now imperative that you have a system in place that you stick to so as to allow your e-mails and your e-mail activities to remain organized.

Mostly, keeping on top of incoming e-mail and filing them to their appropriate folder or simply trashing/deleting them are the top two things you need to do continually with consistency to keep in front of what seems like an increasing number of messages landing in your inbox. Much of your ability to organize your e-mail is plain old discipline!

Check out my article on E-mail Organization Tips to see how I keep the over 500 e-mails that land in my inbox each day from becoming an organizational nightmare.

Expectations of a Cc:

What should you expect from those you Cc: on an e-mail? If you are the one who is Cc:'d on a e-mail what are you required to do?

Cc'ing is a way of informing others of a communication or information that may in some way require their attention or action. When you Cc: folks, you are F.Y.I.ing them. If you are the one who is Cc:'d, there is no need for a response unless you have something to add or inform the Sender of that is important to the topic.

Notice I typed inform the Sender? Being Cc:'d does not mean you hit Reply to All with your reply. You only reply to the Sender who Cc:'d you. Only use Reply to All if your response directly affects the others in the Cc: field and it is necessary that they be aware of your response.

One thing is clear; using the Cc: field as a way to CYA or to make points that are best made in person is not prudent. You'll end up looking trivial if you do.

Yes, this topic, just as with most others require your discretion to know what is best to do in any given situation. Take the time to think carefully if the others in the Cc: field really need be aware of your response.

Monday's E-mail Mewl: No Greeting

Without a nice greeting (Hello, Hi, G'Day, Hey) at the beginning of your e-mail, more times than not your content will be perceived as demanding or terse. When you call someone on the phone, you don't just start talking without a greeting. In off-line letters you do the same. Why is it then that in e-mail so many feel this little courtesy doesn't apply?

Too many think general writing rules and skills do not come into play with e-mail. It's an informal communication tool, yes, but that doesn't negate the need for courtesy. Nor does it mean that you skip the steps necessary to you being perceived as someone who is a pleasure to type to.

Without a greeting:

I want you to follow-up on my last memo and make sure that everyone noted received their copy.

John

With a greeting:

Hello, Jane:

I want you to follow-up on my last memo and make sure that everyone noted received their copy. Thank you!

John

Of course, the added "Thank You!" is always a nice touch when asking for someone to do something on your behalf.

Over time, if you refuse to use a greeting, you end up having the other side cringe when they see your name in their inbox wondering what bossy request you may have next. This perception can easily be avoided by simply taking the time to add a little: "Hello,".