Communicating using E mail

written by: Carie M. McCabe; article published: year 2007, month 04;



In: Categories » Self improvement » Communication » Communicating using E mail

E-mail is fast replacing faxes and regular mail as the primary written form of communication. The ability to send messages around the world in seconds possesses real advantages over other forms of communication, so one can expect this form of communication to grow at a very rapid rate. Using e-mail effectively will improve the way others view you. Use these tips to be an effective modern-day communicator.

  1. Make communicating responses a priority — particularly those required by clients. It will impress them. Responding on the same day is ideal — within the hour will impress the hell out of them!

  2. Keep your communications less formal than you normally would. For example, it is not necessary to let people know that you are replying to their letter of such and such a date. They already know these details.

  3. Keep your messages short. This will not only reduce your composition and downloading time, but will also save the reader uploading time and needless eyestrain.

  4. If your message is long, consider sending it as an attachment, enabling the reader to review it off-line.

  5. Write in short paragraphs to get clear messages across. Leave a blank line between paragraphs to make it clear when you are changing thoughts or topics.

  6. Always include a title in the subject line. Make your title concise and compelling.

  7. Use the "cc" box if you feel that your information may be of interest to others. However, if you'd rather not let the reader know that you're sending the e-mail to others, include these people in your "bcc" box.

  8. Avoid sending sound and pictures unless you are able to compress them. Failure to do so will extend the downloading time considerably and cause your reader annoyance.

  9. Print and keep a hard copy of important e-mails and your responses to them.

  10. Don't use all capital letters. It isn't done regularly and shouldn't be done in e-mail. People feel as if you are shouting at them.

  11. While e-mails appear private, they are not. They may be passed on to or retrieved by people with whom you had no intention of communicating. Be careful of your language and humour.

  12. Be mindful of the messages you pass on. Do so very selectively. Messages about virus warnings and contests may interest or amuse you, but they can be annoying to others. Seek people's permission to download information that is outside the boundaries of your regular communications.

  13. When replying, double-check to ensure that you are sending your response only to Person A, and not to a group listserv.

  14. Don't include a full text of what you received in your return mail unless it's short. Instead, consider copying only those parts that you are replying to.

  15. The better e-mail programs allow you to filter unwanted e-mails. Others that may be less important can be dumped into a folder for review when you have some spare time

legal disclaimer

1) Our website is not responsible for the information contained by this article as well for any and all copyright infringements by authors and writers. E-articles is a free information resource. If you suspect this article for any copyright infringements, please read the Terms of service and contact us to investigate the problem.
2) The E-articles directory team is not responsible for inaccuracies, falsehoods, or any other types of misinformation this tutorial may contain and will not be liable for any loss or damage suffered by a user through the user's reliance on the information gained here. Please read the Terms of service

Useful tools and features

Translate this article to...    Send this article to you or to a friend

Link to this article from your page   
If you like this article (tutorial), please link to it from your web page using the information above. Linking to this page, this is the only way to help us improve our service, the same time providing your visitors with a way to improve their online experience.

related articles

1. Communicating: Reading Body Language
Research indicates that only 7 percent of a message is communicated with words; 55 percent is transmitted via gestures, and the balance — 38 percent — from tone. Clearly, we need to be more adept at reading non-verbal cues, so our perceptive radar can pick up messages accurately. Body language can be different in different cultures. But in Western societies, there are some clues to the thoughts and feelings of people. Here are some common body postures and what they mean. ...

2. Communicating in a Virtual Environment
In a global economy, people who are located in different cities and countries often work together on common projects. Some of the team players work for the organization while others are contractors. All should be seen as partners in the process. Here are some ideas as to how to work effectively together: Voice mail. Set up a system to allow people to call in their results to a central number. This data can be updated regularly and fed back to all interested parties. Teleconf...

3. Communicating in Writing
Most job descriptions include a requirement for effective communication skills, both oral and written. Sadly, many people find it difficult to express their ideas on paper, and thus to communicate effectively both inside and outside their organizations. Here are some suggestions for improving your writing skills: Think before you write. Could what you need to communicate be better expressed verbally? The most important reasons for written documentation are: an important decision must be made; you are dea...

4. Disciplinary Interview
Having a disciplinary interview is an unpleasant experience for both you and your boss. Needless to say, you should always strive to perform at a level that will earn you accolades, not rebukes. In the event that you are asked to participate in this process, here are some things you can do: BEFORE THE INTERVIEW Prepare yourself thoroughly. You will obviously know the reason for the interview. Collect whatever facts you can, particularly those that may be in your fa...

5. Hiring: Conducting the Interview
As an empowered team member, you can expect to be involved in decisions about who to hire into the department. After all, who is better able to judge the technical skills of potential candidates than the people who do the job! But remember, it is important to find people who will fit in with other team members, so morale can remain high. So take this challenge seriously, as a bad orange can poison the whole bag! Here are some interviewing tips for you: When the candidate enters the room, greet her with a...

6. Communicating: dealing with the informal information
We live in times of turbulent change. People need information to make sense of the things they don't understand. As management typically reacts to these needs, the grapevine will fill in the information gaps for people. Some of the information you will get is true, but a lot will not be. Here are some ways of dealing with the informal information that swirls around you. AVOID RUMOURS Take the attitude that it is better to give too much information than too little...

7. How to Handle Difficult People
Life is about making choices. You can choose the people you want to befriend. But sometimes, in a work situation, you may not be able to avoid people who make your stomach turn when you see them. The type of people you want as little to do with as possible are people who enjoy your failures; insist on telling you what to do without giving you an opportunity to make your own decisions; interrupt at meetings; ...

8. Communicating with Peers
Teamwork is really important in the workplace. Working co-operatively for the benefit of the customers is the purpose of your job. You will enjoy your job much more if the atmosphere is collaborative and positive. This will depend largely on how people communicate with each other. Be the role model, and use these principles to improve communication with and among your peers: Become a better receiver of information and facilitate upward communication. Employees need to feel they have a chance to influence...

9. Listening
Why do people have two ears and one mouth? It's probably because we are meant to listen twice as much as we talk. Or is it because listening is so much more difficult than talking? Listening shows that you care, that you have empathy and are prepared to be influenced. It also allows you to understand where the person you are communicating with is coming from. Here are the golden rules of listening: Give the other person your undivided attention. Don't do other work or take calls while you are listeni...