Effective Communications - don't be part of the e-mail overload problem

E-MAIL RULES!

By Wayne McKinnon

The most common complaints that E-mail users have is most often related to how others use the technology. The most common complaint is over-use, and many of the messages are considered junk.

I define junk mail as anything that contains little or no value to the reader and can be considered to have a nuisance factor. Imagine that you are doing work on a project with a tight deadline. Any small interruptions such as someone dropping by your office just to chat; phone calls from someone you would rather not speak to right now; letters in your in-basket addressed "Dear Occupant"; or E-mail that you could care less about. Each one steals a piece of your attention and interrupts the flow of your day.

The following is a list of rules you can follow to both avoid being a nuisance unknowingly, as well as dealing with your own information overload.

1. Be sure the recipient is interested in the content of your message. Don't disseminate information indiscriminately. If something is for general consumption, place it somewhere that people can get it if they want. Many companies are using a corporate web server for this purpose.

2. Avoid the temptation to use E-mail to distribute your sales information. There are acceptable ways but take time to learn the rules. Avoid sending mass mailings; instead provide answers to questions.

3. Don't send jokes you wouldn't want everyone to read. Sending jokes can brighten someone's day but be sure the recipient sees this practice as being as valuable as you do before sending. If in doubt, don't send it. Discrimination charges have been laid as a result of inside jokes getting out, and your name might be on it.

4. Become a source for answers, not a source for junk mail. Establish relationships where you become known as the person with answers and they will come to you. Find out whom to redirect them to if you are too busy.

5. Avoid long-winded messages. If you can be clear, concise and to the point in your messages, people will be much more interested in receiving your correspondence. Summarize in point form at the top of the message.

6. Avoid sending multiple copies of the same message using multiple communication methods. Choose the person's preferred method of communication. Remember that not everyone uses E-mail the same way that you do. If in doubt, get in the habit of asking this important question.

7. Do not send large attachments without asking permission first. Two hours of hotel long distance charges may not be worth it.

8. Do not check your E-mail at the end of the day. If you receive a new task, you may end up thinking about it all night instead of enjoying life. Instead, start your day earlier if necessary.

9. Choose an E-mail program that supports "user configurable" rules. Many E-mail programs can be configured to automatically sort and respond to messages.

10. Not all E-mail clients are alike. Attachments may be unreadable. Message text can contain hidden characters and appear very differently from one client to another. If in doubt, avoid fancy text formatting and keep each line to 80 characters or less.