Proper Email Etiquette

Email has changed the way we communicate.  While it can lead to improved efficiency, improper email etiquette can waste time and reduce productivity.  Here are a few tips to consider:

1. When addressing email to a large group of people, consider using the blind copy address (bcc) which only shows each person their own email address, not the address of everyone.  That is how these productivity tips go out to you.  This saves everyone having to scroll through lines and lines of text just to get to your message.  There are certainly times when you want to use the cc option instead, where it is important that the readers of the message know who got the email.
   
   
2. Since email is, by definition, addressed and signed, there is no need to have salutations and signatures within the email itself.  While you may like to end personal emails with your name or some other sign off, business emails should not be completed in that fashion.  A signature line (such as my MDKS Solutions Group Inc. signature at the bottom of this email) can be automatically a part of all emails, and serve as a source of contact information.
   
   
3. Generally speaking, replies to email which simply indicate that you received it are not necessary.  One line emails that say nothing more than OK or thanks or got it etc. waste everyone's time.  This can grow to the ridiculous as someone starts off with an email that requests information, then the information is provided, then the receiver says thanks, then the sender says you're welcome, etc. etc. etc.  Email is meant to be an efficient form of communication - it is not supposed to replicate normal speech patterns.  I think it's safe to assume that everyone in the office checks their mail regularly.
   
   
4. Be a copy (CTRL C) and paste (CTRL V) field. If you have information from another email that needs to go into the current email, copy and paste it in. If you have a phone number in Act that you want to provide someone in an email, copy and paste it in from Act. If you have something in a Word document that needs to go in an email, copy and paste it in. If you haven't already figured it out, I think that proper use of Copying and Pasting has the greatest potential of any tip to improve efficiency in a business environment.
   
   

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