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When we converse, we expect other people to observe certain rules of behavior. The same is true for e-mail, the most popular form of online communication. Here are a few pointers to help you communicate more effectively.
Properly titled messages help people organize and prioritize their e-mail.
Don't use the CC (Carbon Copy) function to copy your message to everyone. This is particularly true at work. These days everyone receives too much e-mail. Unnecessary messages are annoying. If only a few people really need to receive your message, only direct it to them. Similarly, when responding to e-mail, do not respond to all recipients. By choosing Reply to All or a similar button when responding to a message, you may end up broadcasting your response to your entire company.
Use BCCs (Blind Carbon Copies) when addressing a message that will go to a large group of people who don't necessarily know each other. Just as it's not polite to give out a person's telephone number without his or her knowledge, it's not polite to broadcast everyone's e-mail address. For instance, when you send a message to 30 people and use the To or CC fields to address the message, all 30 people see each other's address. By using BCC, each recipient sees only two--theirs and yours.
Keep your messages short and focused. Few people enjoy reading on their computer screens; fewer still on the tiny screens in cell phones, PDAs and other mobile devices that are becoming increasingly popular. Recipients tend to ignore long messages.
Avoid using all capital letters. IT MAKES IT LOOK LIKE YOU'RE SHOUTING! IT'S ALSO MORE DIFFICULT TO READ.
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Use the Site
Clearly summarize your message in the subject line.
