E-Mail, designed for efficient and immediate communication, has been abused across the board. While this affects us all, we focus on SPAM instead of what is key?the effectiveness of our own communication. Let's investigate how we can improve electronic communication from both a time management and an etiquette view point.



Since the topic of e-mail comes up in all of my 'Time Management' workshops, I'll provide suggestions for 'time management' and leave the 'etiquette' to the expert?Peggy Post from The Etiquette Advantage in Business.

Time Management Saving E-Mail:

- Use the carbon copy button sparingly. This is the number one complaint I hear. Only 'cc' those who absolutely need to know, not the entire organization.

- Send only one topic per each e-mail. Shorter emails are much easier on the reader than longer, more wordy ones.

- State your purpose clearly in the subject line. As an example, should they simply know about the information or should they take action?

- Be clear, succinct and use full sentences. Struggling to figure out what abbreviations mean fosters irritation.

- Cut the jokes and lengthy stories that few people have the time to read. They'll treat your e-mails with more respect if there are fewer of them to read.

Etiquette Suggestions:

- Be cautious not to offend your recipient with tone or caps. Know that they cannot hear your voice or see your face to get your true meaning.

- Use more traditional forms of communication such as a letter or phone call for confidential matters. Be aware of the confidentiality of some emails you might get.

- If you send a confidential e-mail in error, call the recipient to ask him to delete it before reading. If you've accidentally sent a 'memo all' out, transmit a blanket apology and say you hope no one has been offended or angered.

- Know that e-mail is informal communication. The more serious the message, the less appropriate e-mail becomes as a medium.

- Watch your language, e-mail is no excuse for misspellings and grammatical errors. Always spell check your email and use grammatical rules for your email to successfully communicate your points.

Even though your recipients cannot see you in person your e-mail correspondence speaks volumes about who you. Take your e-mails to the next level this week with the above suggestions. You'll not only elevate your own communication but set an example for others. Enjoy your discoveries and have a splendid week.