In The News

EMAIL ROAD RULES

ASSESS THE NEED Assess the audience needed on each e-mail, reassess as the communications progress and take steps to minimize unnecessary volume. PICK UP THE PHONE Focus on building the business relationship, establishing rapport and improving results through verbal communications whenever practical, or e ven more eff icient. Use e-mail to summarize, remind or coordinate once action has been determined. DON’T DUPLICATE EFFORTS Avoid forwarding or resending e-mails to reinforce or reiterate the same point(s) in the original. DO forward or resend with additional information, instruction or value-added content only. AVOID LONG AND UNNECESSARY E-MAIL STRANDS Assess the status of the communication and determine when to intervene with a phone call or initiate a new,consolidated e-mail. Recommend a maximum guideline of 3-5 notes on an e-mail chain prior to intervention. CONSIDER USING PROMPTS OR DESCRIPTORS THAT IDENTIFY URGENCY Suggestions include labels such as Urgent, Action Required, Read Now or Read Later. CLARIFY WITH YOUR TEAM AND MANAGEMENT THE EXPECTATIONS FOR .CC AND .BCC Keep needed parties updated when necessary, but not as constant practice to a wide audience. DON’T “REPLY ALL” Ensure that those included on a “reply all” are truly in a “need to know” position. Instead, forward to the larger team at the time of resolution, rather than throughout the e-mail discussion. DON’T SEND SHORT REPLIES WITHOUT CONTENT Avoid sending “thanks,” “OK,” “see you then” or other unnecessary e-mail that adds to volume. Consider thanking via phone or only sending acknowledgment to the intended individual. USE OUTLOOK SCHEDULING AND MEETING PLANNER FUNCTIONS KEEP ONLINE CALENDARS UPDATED Utilize these online tools to schedule and communicate regarding availability for meetings. USE GOOD JUDGMENT Overall, consider the implications of your e-mail practices and seek continuous improvement and efficiencies using online tools.