Posts tagged "email etiquette"
July 5, 2016
Smartphones are ubiquitous — in fact, I’d wager that many of us aren’t even aware how often we rely on these powerful little computers. Stop and think for a second: How often do you pull yours out to check the time? To pass a few minutes when you’re standing in line? To dash off a quick email between meetings?
Smartphones are convenient, to be sure, and they keep us connected no matter where we are. But in a world built on relationships, is that really a good thing? What could you gain by putting away the phone?
We’ve become so inured to smartphones that many of us have forgotten the importance of human presence. Your full attention (and your discretion in giving it) is one of the most powerful tools in your professional toolbox, and it’s one worth developing. Here are a few tips on how you can break the smartphone habit.
Set Your Own Standard. I have a colleague who once worked for a home goods company. Several times a year, vendors would fly across the country to make presentations to the CEO, president, and other key stakeholders, including my colleague. “I was always appalled when I would look around the table and realize my co-workers were using this time as an opportunity to check their messages — even the president and CEO,” she says. “And what’s worse is that the president and CEO reinforced this behavior by making it seem OK in the first place.”
It can seem acceptable to behave poorly when even your superiors are doing so. But think about the vendors giving the presentations: These moments were important to them and their businesses. They deserved better.
Ban Phones From the Table. Phone use seems particularly egregious in an intimate setting, like a meal. What better opportunity to connect with a business associate than over lunch or a quiet dinner? A few years ago, the “phone stack” was popular: After a table ordered, everyone would stack their phones in the middle of the table. The first person to reach for their phone would pick up the bill. That’s a great idea among friends, but if you’re dining out with a colleague who has a habit of pulling out the phone, make your intentions clear. Try saying, “We so rarely get a chance to talk face to face. Isn’t a luxury these days? Why don’t we agree to keep our phones stashed while we eat?”
Safeguard Your Time. What if you’re the one having a hard time disengaging from the phone? Think about what constantly checking and responding to emails says about you: You have no boundaries. If you answer emails during meetings, non-working hours, or weekends, you’re setting an expectation that the times you have set aside as important should not be important to others. And in today’s 24/7 world, people will take advantage of your non-stop vigilance.
What are your smartphone pet peeves? Tell me in the comments below! If you’re interested in learning more about developing your business etiquette skills, please contact me for more information about upcoming workshops and events.
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Posted by Margaret Page in Etiquette Tips, Everyday Etiquette and tagged etiquette tips, email etiquette, cell phone etiquette, cell phones, courtesies
June 30, 2014
Did you know that the average person spends nearly 30% of their workweek on email? According to a recent report from McKinsey Global Institute, we’re spending about 13 hours a week writing, reading, sorting, deleting and sending email. That’s a lot of time!
Email messaging now exceeds telephone use as the primary form of business communication. And that’s not surprising. Whether you’re in front of your computer or using a tablet or smartphone, it’s quick and easy to send someone an email. So simple, in fact, that many people forget that by clicking “reply,” and typing up a quick response without giving it a second thought, your message can backfire.
As with any other type of communication, missteps have the potential to sabotage your reputation—especially in the business world. We’ve all heard the horror stories of emails intended for a colleague (with gossip about the boss) showing up in the inbox of the CEO. Side note here: Gossip is a no-no. Especially in business. And especially about the boss. And in writing? Ugh. Bad idea.
To help ensure that you keep your stellar reputation in place – and don’t end up with egg on your face—here are some email etiquette tips to keep in mind.
- Stick to business. As noted above, before sending out an email to a colleague or client, ask yourself if the content is something you’d put on your company’s letterhead or post in the lunchroom for everyone to see.
- One email; one topic. Write the topic of the email in the subject line. One topic. Every email should address one specific topic so that it’s easy for recipients to reference.
- To whom it may concern. Always begin your email with a salutation, just as you would with written communication.
- Introduce yourself. If you’re sending an email to a new business contact, briefly introduce yourself. Don’t assume the recipient will recognize who you are through your email address.
- Use good grammar. Email can be a little less formal, but don’t forget to follow standard writing protocol. Spelling, grammar and punctuation matter anytime you’re drafting a communication.
- Keep it short. Just as your subject line should be clear, your content needs to be succinct. Get to the point. And make sure that the topic fits the subject line.
- Keep it down. Writing in ALL CAPITAL LETTERS makes it appear as though you are shouting. Always use sentence case.
- Watch your tone. Or rather, lack thereof. Where you can pull off being clever or “joking around” when communicating in person, those “jokes” won’t fly in an email. Be direct and clear in your message so that your email is interpreted as you intended.
- No shortcuts. While it’s important to “keep it short,” business emails are not the place to showcase all of the texting shortcuts you’ve learned. Using “Gr8” and “TY” in work emails is unacceptable.
- Watch the “reply all.” Only reply to those who are of continued relevance to the communication.
- Sign your name. Close your email with “Sincerely,” or “Regards” or ‘All the best” – any of these are acceptable. Follow the closing with a signature has your full name and contact information.
- Pick up the phone. If the topic of the email communication goes astray—and questions and confusions are flying back and forth – best to pick up the phone and get back on the same page.
Do you have any email etiquette tips to share?
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Posted by Margaret Page in Communication and tagged business communication, email etiquette
May 22, 2011
In today’s hurried culture, e-mail can seem like a quick way to communicate your message, but if you don’t take the time to follow the basics, you might end up shooting yourself in the foot (in a business sense, of course). One misconstrued message, sent via iPhone while running from one meeting to another could affect a business relationship.
Here a few reminders to help you keep your digital communication etiquette in check:
- Thou shall use e-mail to convey only ideas and factual or logistical information, not emotions. To express emotions and sentiment, take time for a one-on-one meeting or telephone conversation rather than sending an e-mail. The sound, tone, timber, and quality of your voice will help to better communicate your message and avoid misunderstandings.
- Thou shall write the topic of your message on the reference or subject line. Always write a succinct, accurate description of what recipients can expect in the body of your e- mail in the subject line. It helps them prioritize their messages and quickly sort them for future reference. It also allows them to easily follow the trail of responses back and forth. If you correspond with the same people on multiple subjects, separate the e- mails by the appropriate topic clearly stated in the reference line.
- Thou shall address the e-mail using the name of the intended person. Have you ever received a personal e-mail note destined for someone else? I did—and it was a love note that made me blush! I read half of it and realized it wasn’t meant for me. Since then, I’m never sure I’m the intended recipient unless I see my name at the top.
Don’t muddy your messages; always address the recipient by name.
- Thou shall use “blind copy” for e-mails sent to groups. Avoid sharing names of the whole group via e-mail unless it’s a small, closed group such as a Board of Directors or a Club and you know members have previously been given the list of names and e-mail addresses. E-mail addresses should be kept private.
- Thou shall never ever forward a chain letter that states if you do or don’t do something within a certain time, your life will forever be changed. It’s nice to create change for someone but not by using threats. If you really must send the letter to others, remove the threatening language. If you don’t, you will be excommunicated from the hall of good manners.
- Thou shall use “delivery receipt notification” only when it’s imperative that you know if the intended recipient received it. Don’t create a need to send any unnecessary e-mail by using this tool. It can annoy people.
- Thou shall use capitalization, upper and lower case, and proper punctuation in e-mails as in all other written communications. Studies have proven that if people read text written in all capital or all lower case letters, it takes much longer to read and understand a message. Use a standard way of writing.
- Thou shall close your e-mail message with heartfelt words that show that the sender is fully present. Don’t just rely on your automated signature line to close your e-mail. Let your recipients know that, indeed, a real person is sending them a message.
- Thou shall proofread your e-mail messages before sending them. Although e-mail can be an informal way to communicate with people, it’s always a good habit to use spell-check and read through your note before hitting “send” so that the message is clear. Sometimes just one missing word can make a difference. “I love your work,” and “I loathe your work,” clearly mean two very different things.
- Thou shall respond to e-mails within 24 hours. Even if you cannot yet provide an answer, replying to someone’s e-mail within a day lets the sender knows you received it. Sending immediate responses also keeps you organized and up to date on your e- mail correspondence.
Do you have an e-mail etiquette tips you’d like to share?
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Posted by Margaret in Business Etiquette, Etiquette Tips and tagged etiquette tips, email etiquette, business etiquette
March 22, 2010
Common courtesy is still the best guideline for etiquette, in any arena, but with technology changing so fast, it can easily fall by the wayside.
Here are some simple rules to remember about e-mail etiquette.
1. Write a descriptive subject line so the recipient will know immediately where this matter fits in the larger picture.
2. Remember to include a greeting. It’s effortless, yet it makes a connection between writer and recipient.
3. Don’t waste people’s time. Think twice before choosing “reply to all” and delete any unnecessary information in forwarded messages (headers, addresses, etc.).
4. Always be respectful; e-mails are easily saved, shared and quoted in the future. If you feel the urge to write an emotionally charged message, go handle it in person.
5. Respond in a timely fashion – even if only to say, I can’t respond until (date).
It’s the little things that matter… but they really do matter! Remember, it only takes a moment to give yourself the Etiquette Edge.
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Posted by Margaret in Everyday Etiquette and tagged etiquette tips, email etiquette
