I have put together a short list to help those people who somehow never learned the proper rules of email etiquette. I run into these people a lot. Unfortunately, many of the offenders I have witnessed are women, although this is not a gender-specific problem. But, neither is bad driving, yet we seem to get all of the blame on that. Let’s not let it happen with email too. “Those crazy women emailers.” I can just hear it now.
Here are some tips to follow:
1. Economize your words. There’s nothing worse than opening an email that’s 2,000 words long. If you have that much to say, just make a phone call. Keep your emails short and succinct. Cut the fluff. Get to the point. Less is more in the land of e-communications. If you have trouble with this, write your email and then go back and trim 50% of it. You’ll be surprised how efficiently you can get your message across.
2. Think before you write. If you can’t say anything nice about someone, definitely don’t put it in writing. Seriously, if you want to complain about someone or something, make a phone call. Emails are easily forwarded and sometimes the forwarder doesn’t realize what they’re sending is incriminating or does so inadvertently. Emails have the power to get people into loads of trouble. Keep that in mind when writing one.
3. “Reply to All” is almost NEVER an option. This one really gets me. If a mom from school emails all 70 parents in the 1st grade with some sort of update, I do NOT need to get the 30 emails from people on the distribution list writing back (and replying to all) with, “Thanks!”. If the baseball coach wants to schedule a extra practice and sends a note asking if your child can make it, I do not need to know that Johnny has diarrhea and won’t be there. It has no bearing on whether or not my child will be able to attend. If your “reply to all’ does not somehow offer value to those other than the email’s originator, just hit “reply” instead. Please. No, really, PLEASE!
4. Using the BCC field. If you’re emailing a large distribution list, do not put everyone in the TO: field. Put their emails in the BCC: field instead. This hides the email addresses from everyone receiving the email. Another option is to create a distribution list or group within your email client. This is ideal if you email the same group of people over and over. (School Room Moms, I’m talking to you…)
5. Be careful what and how you forward. Sometimes you’re emailed a good joke or funny video and you want to forward it. OK. That’s fine, as long as you do so sparingly. Also, if the content is NSFW (not safe for work) do your friends a favor and do NOT email it to their work email address. Send it to a personal account only. (Side note: my husband once received an email and when he opened it, a voice began shouting “Hey, Everybody! I’m looking at porn! I’m looking at porn on my computer!” I actually think that’s freakin’ hilarious, but it’s really not a very nice prank to play on someone…)
6. Never, ever forward a chain email. I DESPISE chain emails. I hate receiving them and feeling obligated to forward it to 7 wonderful women so that something miraculous will happen to me within 10 minutes. When’s the last time you experienced a miracle after sending an email? Exactly. Just say no to chain emails. Observation: Chain emails are sent by women 99% of the time.
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April 9th, 2010 at 11:19 am
Here’s another: e-cards!!! (Again, 99% female offenders.) IMO, don’t even bother. I’m answering half my emails on my smartphone and don’t even read. And of course I feel an obligation to open/acknowledge the sender, so I feel like it adds to my to-do list. If there’s a real need for thanks, send a hearfelt, handwritten card. If it’s a minor need, a short email.
April 9th, 2010 at 12:37 pm
[...] This post was mentioned on Twitter by Hip Mom Who Works. Hip Mom Who Works said: Just say NO to "Reply to All " and chain emails. Email Etiquette For Women (and Men) http://bit.ly/b8JCFH [...]
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This is so true! there are the rare cases when the chain mail is one that warrants being sent on. However, I always delete the part about send this to 10 people so something wonderful happens. And I can’t STAND the reply all button!!!
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Thanks for the tips. lol
I know what you mean about chain letters. I don’t like feeling obligated to pass them on. I rarely if ever participate.
As far as jokes, everyone’s sense of humor differs. What’s funny to one person may not be to the next. We may think it’s funny and non-offensive, the person we send it to may think the total opposite.
Thanks for posting.
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