Managing email starts with the sender

Email – it can be a great asset or a huge time waster.  Managing email has become a difficult issue for many business people.  Many companies haven’t taken the time to define standards for inter-company emails.  With a few rules in place, senders can help the receivers stay organized.

1.         TO:      Address the email to the person who needs to take action or own the information.  If several people fit that category, put them all in the TO space.  CC should be used for those who don’t need to respond, but who have a valid interest in the information. 

2.         CC: – Don’t copy everyone on the planet when you send an email.  Think carefully about who needs to be copied.  Some use email as a way to “show the boss” what they’re up to.  Sometimes that may be appropriate, while at other times, it’s a bit childish.  Others copy numerous people to cover themselves on an issue – to go “on record” so to speak.  Doing so can make issues out of things that aren’t really issues.  Be careful.

3.         SUBJECT:  Always fill in the subject line, and be as specific as possible.  This will help the receiver organize his emails.  It will also help later if he needs to find a specific email.  For example, don’t simply use “Update” as your subject.  Instead, say “Update on Jones project 7 12 07.” 

4.         FORWARD:   If you’re forwarding a message, change the subject line based on rule number 3 if needed.  It is especially annoying when a message has been forwarded many times.  The subject line ends up saying FW: FW: FW: FW: and finally you get to the original subject.  Take a few seconds to make it easier for your receiver.

5.         Spelling:  Use Spell Check and proof your email before sending it.  Many people have gotten lax in this regard as though emails aren’t really official documents, and therefore, don’t have to be as accurate.  Not true.  Your emails are a reflection of you.  Don’t send sloppy emails.

6.         Don’t use ALL CAPS:  Using all caps in emails is considered a form of yelling.  If you mean to yell, then use them.  But if you mean to yell, you should probably have a face to face conversation.  Handling conflict through email is usually a bad idea.

Email is a great tool when used correctly.  Help your office run more smoothly by instituting these or other appropriate rules.