Tips to Outclass Your Competition– Techno-Manners for 2007
by Gloria Auth
The following is an e-mail between my son and me.
Me to son: Just got back today. Met with my client yesterday for a few hours and then spent the night. Talk to you later. Love, Mom
Son to me: Spent the night with your client? Love, Son
Obviously I left out a few details. Yes, e-mail is extraordinarily quick, easy and convenient, and at the same time, a time-eating monster and a venue for miscommunication.
Reducing e-mail overload requires netiquette knowledge and taming your senders. Mind your e-mail manners and re-train your senders with these tips:
- Read your e-mail before pushing the send button. You can’t unsend. (This rule might have avoided the above miscommunication with my son.)
- People scan their e-mail by subject so make sure your subject attracts your reader. Summarize your message in the subject line and change the subject line when the topic has changed.
- When you forward an e-mail, delete all of the other addresses. Respect confidentiality of addresses.
- When sending an e-mail to more than one person, use the BCC (blind carbon copy). This way people see only their own e-mail address.
- Beware of petitions. Professional spammers collect addresses this way.
- The shorter, the better – under 20 lines – maximum one page.
- Block times each day to read and answer e-mails. Let people know that if they need to reach you immediately, they should call you.
- When reading e-mails, close your office door and turn off the phone. Interruptions cost more time in the long run.
- When someone sends you a long-winded e-mail, respond with a simple statement. People will quickly learn not to expect huge answers from you.
- Don’t send anything through e-mail you wouldn’t put on a postcard or company bulletin board.
- When in doubt – don’t send. Save it and read it later.
- Don’t let technology control you; you control and utilize technology.
Remember you are dealing with real people with real feelings. Be on your best netiquette behavior and don’t let convenience supplant courtesy. If e-mail is a primary means of communication within your organization, Protocol Plus has a 2-hour seminar in techno-manners that will train your employees to use technology to support your business and not sabotage your efforts. Call 405-341-3216 today to find out how you can bring Techno-Manners to your organization so you can start 2007 with your best techno-foot forward. Yes, manners still count – and that includes techno-manners!
Gloria Auth, Protocol Plus, www.protocolplus.net
Gloria Auth, founder and director of Protocol Plus, helps people gain the ultimate advantage in professional and social settings. She teaches poise, polish, and professionalism through Etiquette and Protocol Intelligence. Executives, students, and professionals at all levels learn vital skills to avoid social blunders and make favorable impressions in any environment.