이메일의 홍수속에서 사시지는 않는지요?

수많이 주고받는 메일 때문인지  왠지 요즘세상은  더욱 바쁘게 느껴지는것 같습니다.

단 5초의 시간이라도 아끼려는 생각에서 아래와 같은 좋은 Email Etiquette and Protocol을 소개합니다.

일하시는 곳마다 약간의 사정은 다르시겠지만 잘 활용하셔서 더욱 효율적이고 알찬 직장생활 하시기를 소망합니다.

 

Recipients

Recipients of email should include:

o   People you are updating because they need to know

o   People from whom you are requesting information

Do not include 1) people that you think might want to know the information, but you are not sure, 2) people you want to include only to prove that you’ve done your work, 3) everyone because you aren’t sure who to include.

If you are not sure whether or not to include someone on a distribution, please ask that person if they want to be updated or receive that information, then take the appropriate action.

NEVER “reply to all” if you receive an email message addressed to the entire Company or to a large group.  The exception is if you specifically want to send information to the entire company or a large group of people. (i.e. DO NOT send a “thank you” to the entire Company).

Information

Please be clear and concise in the information that you are sending to others. Do not expect anyone to read a long line of email messages to understand your point, unless it is the most effective method.  It is difficult for the recipient to receive a forwarded email message without any instruction or clarification and know what to do with that message.  More times than not, that message will be ignored.  

Use concise language and words.  There are messages that I have received that are so vague (using the words “that” when referring to a form or a situation, and “he or she” when referring to a person named in the subject line or in an attached document) that I don’t understand the message. 

Include all information necessary in one message to avoid multiple messages with the same topic. Multiple messages can result in confusion and missed information by the recipient.

Example of a clear and concise message :

Hello,

Just a friendly reminder. Please approve the attached US Healthworks invoice for drug tests related to safety. Please see below . Thank you.

 

Etiquette

Always be polite, courteous and gracious in email messages.  While I do not think that a greeting such as “Dear” or any other is always necessary, I do insist that common courtesy be applied.

Please use the following guidelines:

·         If you need information, request it and do not demand it.

·         Be clear, concise and thorough. Do not assume that someone knows what you are talking about; make each message clear each and every time. This will reduce re-works

·         Even if you are upset, frustrated or angry, please be polite.  You can get your point across by using succinct words rather than by being rude.

·          Never use profanity or any derogatory language.  At Company, we do not tolerate this type of language.

·         If you are sending an email message from your phone, please spell check and proof-read the message before sending it.  Messages sent from phones can be very, very confusing. 

·         Proof read your message for grammatical errors.  If necessary, read your message aloud to ensure that it makes good grammatical sense.  This ensures that the reader will understand your message. The Spelling & Grammar tool in Outlook and MSWord is a great and easy to use tool.

·         Never send or forward email message with content that is inappropriate, as described in the Company Non-harassment policy.

Examples: 

Bad message:  “Send me the headcount report dated April 30. Use the template I told you about and send ASAP”

Good message: “Hi Kathy, I am compiling my month end report, which is due to my Manager by May 1^st.  Can you please send me the headcount numbers for the entire company by April 30th?  All the information I require is on the attached template, the same one we discussed earlier.  Thanks so much and please let me know if you need any additional information or clarification.”

Final Words

Email messages are forever; they are usually saved and “backed up” each night by the IT team.  Which means that any email sent or received can be used as evidence if subpoenaed or when a Company investigation takes place.  Please make note of this and carefully consider your topic before sending an email message.

Also please note that the Company rules still apply and that your personal email will not be considered “personal” once on our system.