
Quick Tips on E-mail from award-winning author Lee Clark Johns:
Is E-mail responsible for “increased productivity that equals about $9,000 per employee”? Or is it “the greatest threat to civilization since lead dinnerware addled the brains of the Roman aristocracy”? Opinions differ. But e-mail has transformed how we communicate.
Now we need to use it wisely. Too many people think sending quick-and-dirty e-mail is okay. After all, it's like a phone call. Dangerous idea! An E-mail goes farther, faster, and to more people than any other document. Plus it has real legal consequences.
To write effective, reader-friendly E-mail, follow these guidelines.
Choose your medium wisely – Is it better to call or write? Is E-mail, an impersonal medium, the best way to achieve the result you want?
Send less – Reduce the information overload by sending only messages that count.
Target your distribution list – Include only those readers who need your message. “Fan-out messages” waste everyone's time.
Think before you write – E-mail is NOT a conversation. Treat it like any written document by planning and organizing.
Get to the point – The first paragraph should make your point. Also, your subject line should be specific so readers will open it.
Be diplomatic – Because e-mail seems like a conversation, we can respond too quickly. If you are irritated, cool off before you respond and then have damage to control.
Follow standard capitalization rules – Typing in all capitals is perceived as shouting; all lower case is poetic but improper.
Proofread – E-mail can be quick but not dirty. Reader-
friendly writing – even electronically – requires the courtesy of quality control.
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