More Tips on E-mail Messages

1. Fewer email messages to subordinates are better.  Why?  Because unless your subordinates are located remotely, speaking to them is usually more effective than issuing instructions or posing questions via email.
2. Shorter e-mails are better.  Sending incomplete information is unprofessional, but it is important to ensure that your emails are not too long.  A simple rule of thumb is that if you cannot say it in 100 words or less, then email is probably not the right method of communication.
3. Turn off your e-mail pop up.  You don’t need to know the instant that a new message arrive unless of course you are waiting for a specific email message in which turn on the pop-up feature temporarily.
4. Respond to e-mails in batches, not one at a time.  Email should be a tool.  Don't allow this tool to become the master of your daily activities.
5. Reduce the number of e-mails you send to subordinates.  Remember that the more e-mails you send, the less impactful each one becomes.
6. Send professional messages using proper grammar and punctuation.  Always use spell check, even for internal messages to co-workers.
7. Never generate e-mails with questionable content because doing so may come back to haunt you.  Also remember that whatever you write may become discoverable in the event that something becomes the subject of a lawsuit.  For example, if you are considering terminating a collector for poor performance, any email message between you and your manager, you and the employee or you and the Human Resources department may be obtained by that terminated employee's attorney if that individual sues claiming some form of employment discrimination.
8. Remember not to over use the option indicating your message is a priority.  Using the Urgent message optioin too often is the equivalent of crying Wolf too frequently.
9. Edit the distribution list to by limiting the number of people you copy so you are respecting everyone's time.
10. Avoid sending highly confidential information or documentation by e-mail.  Why?  Because e-mail is not a secure method of communication.

© 2010 by Michael C. Dennis.  All Rights Reserved