Newsletter

What You Need to Know About Email, 15-Aug-2008

Before you send your message via email, think about some of the advantages and disadvantages of email:

Advantages

	Immediate connection to the recipient
	Low cost
	Able to send to multiple audiences
	Can be sent at your convenience
	Can easily be stored
	Informal, everyday language is generally acceptable
	Avoids having to ‘chat’ with people

Disadvantages

	Unable to clearly express emotions, non verbal signals
	Bad news or the tone of the email may be misunderstood
	Do you expect an ‘immediate’ reply?
	Informal, everyday language may be inappropriate (eg if the email forms part of a board report)
	A face-to-face discussion or a telephone conversation may be much more appropriate if the message contains emotions, disagreements, sensitive matters Email is not a substitute for ignoring the key steps of written communication. Email Etiquette Netiquette = the rules of etiquette of the Internet.

This is an evolving area, but here are some aspects and guidelines you may consider:

	Don’t type in all capitals. On the internet this is considered shouting.
	Don’t use multi coloured texts, graphics and excessive formatting as some computers can’t display these.
	When sending to a group hide the recipient list.
	Don’t forward ridiculous or offensive jokes or chain letters.
	Don’t get caught up in ‘internet rage’. If you receive a nasty or time wasting email then just delete it.
	Don’t send huge files that will clog up the recipients in-box.
	Don’t forward virus warnings, sometimes they contain the virus or may be a hoax.
	Don’t use bcc – be open and honest in all your communications
	Most people these days receive an excessive number of emails so before you send your email, think about why you are sending it – is it for the recipient’s action or just for their information. You can assist your recipient in their time management by making this very clear in the email or even in the subject line

Remember that email is a great way to communicate – but it is only one of the many forms of communication. Is it the best way to get your message across?

Realisations Consultancy can assist you in your staff learning and development programs. Call us on 08 9470 2662 and we can arrange a meeting to discuss your organisation’s specific needs and tailor a program to meet them.