We all understand the importance of good “human skills” when it comes to our interactions with other people - it helps us get the results we need. Our communication determines the opinion that others have of us - knowledgeable or ignorant, sweet or contemptuous, professional or immature. Often this is a face-to-face or telephone conversation where we have the power to control our opinion of others.
When it comes to netiquette (Network Etiquette), it is not easy to control how others view us, but it is even more important. Why? Because what you write and how you use email can affect how your email is delivered, read, or responded to - and what that response is! In addition, there are many "technical traps" that are easy to fall into. Have you ever seen someone accidentally send an angry or sensitive reply to a large group of people using the "Answer All" key?
And before you tell yourself "I already know" and stop reading this article, be aware that each of us can benefit from a few simple reminders to use email effectively, not just from a personal point of view but also from a business perspective. . If you do business online - and use email to communicate with your customers - then this article should be read to you! You may already know many of these tips, but even the most experienced user will find a few rules you don't know or have fallen into the habit of breaking them.
Think, write, and think again.
Email is a stationary, one-way channel - unlike live communication, there is no way to get a quick response (in a face-to-face or voice response) so you know if it works or is understandable. So think twice before clicking the submit button. IS THERE a possibility that the recipient may be misinterpreting what you want them to understand? Are your thoughts sudden or angry? Could this email accidentally affect your reputation? A word written in a hurry can be devoid of true feelings and intentions. You may be smiling as you type, but your note may appear sarcastic or sarcastic. Remember - there is someone on the other side, not just a computer.
Use a logical line of reasoning.
This is the first thing your reader will see, so use the space to help them understand the content of the email even before they open it. Using the same rule from above, type a title related to the message you are sending, rather than leaving the subject blank. Without a subject line your note will most likely appear to be another unwanted mail item - not everyone will be able to see who you are at your email address. Many Internet service providers (ISPs) filter emails that look suspicious, and the blank title is a big red flag. Also, try to avoid common words like “Hello” or “Check This” to prevent recipients from becoming spam or virus software to delete your message!
The beginning, the end.
Always use the salutation, even if it is short. Start your message with “Hello”, or “Hello”, or “Dear”, anything that works best for the intended recipient, and anything that reflects your personality. Consider: When you call someone, do you not say “Hello” before telling them what you want? Email messages should not be different. At the very least, send an email to someone.
Don't forget the end of your message again! Always sign your messages in your name, and then say “Thank you”, or “Sincerely”, or something similar. You can even set a signature on your email system that will automatically display your details below in all the email messages you send. For directions, use the help file for your email settings and search for the signature.
Protect your host's identity - use "To:", "CC:" and "BC:" correctly.
There are a few simple netiquette rules for using email fields in email.
If your email is sent to a single person or email address, put it in the “To:” field. This should be the person responsible for sending you feedback.
If your email is sent to more than one person and all recipients really need to know who else is receiving it, enter all the addresses in the "CC:" field.
For emails sent to multiple recipients who have no real reason to know the names and email addresses of everyone sent to them, enter all addresses in the "BCC:" field.
(Some email software requires at least one address to set in the "To:" field. Enter your email address in the "To:" section if required.)
By default, not all email programs with the BCC field are available for viewing. If you do not see the Bcc location in your system, check your system help file for directions.
Give memory a helpful hand.
When replying to emails, include a copy of previous notes you made with someone in the subject, you can just send a new one. I can get 50 emails a day that require a response and it is not always possible to remember every single ‘conversation’ with each person. Please do not make your reader look into his or her ‘sent items’ folder or email ‘recycle bin’ to refresh his or her memory!
Use the 'Ready Receipt' a little.
In some cases, it is important for both parties to know that the message has been received. However, for normal day-to-day activities, you should not request a receipt for every single message you send. It annoys the recipient to click on that box every time he or she receives your email. And it is a private attack. Don't forget - just because they received it does not mean they have read it, so getting a receipt read does not necessarily prove otherwise unless the message is received. And with everyday communication, is that really necessary?
URGENT!
The boy who was crying for the wolf. Do not send all your messages AS EMERGENCY, or HIGHLY IMPORTANT. If your recipients continue to receive messages marked that way, eventually the red exclamation loses its effectiveness - without confirming how important it is.
You must be logged in to post a comment.