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To
help you avoid e-mail errors:
1. Give it your
undivided attention. Avoid multitasking when responding to important
or sensitive messages. If you cannot respond right away, let the
person know when they can expect to hear back. Then, compose the
e-mail when you are free of distractions.
2. Save the
distribution list for last. When writing a confidential or sensitive
message, wait until it is complete before carefully selecting the
recipients. This will help you avoid sending out an incomplete
thought or selecting the wrong individuals.
3. Take care with
those you copy. Think twice before hitting "reply all," and only
copy people who need to be in on the conversation.
4. Review it on a
big screen. E-mailing using handheld devices with small screens and
keyboards may increase the likelihood of typos and other mistakes.
When sending an important e-mail, it can be helpful to view it on a
full-size computer screen or
use spell-check before transmitting.
5. Check
attachments. Insert any documents -- and confirm that they are the
right ones -- as soon as you refer to them in the memo.
6. Do not hit
"send" when you are seething. E-mailing when you are angry is never
a good idea. Give yourself time to cool down before responding. It
may be better to speak in person.
7. Keep it
professional. Bear in mind that electronic messages can easily be
forwarded and employee e-mails may be monitored. Avoid saying
anything unkind or unprofessional. |