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Managing Electronic Mail; Understand, Organize, and Communicate

Managing Electronic Mail; Understand, Organize, and Communicate. Beth Jane Toren Web Services and Reference Librarian WVU Libraries. Average Per Day. Effective Email Management. Best uses Privacy Netiquette Organizing Efficiency. Goals. Increase productivity Not be bothered

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Managing Electronic Mail; Understand, Organize, and Communicate

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  1. Managing Electronic Mail; Understand, Organize, and Communicate Beth Jane Toren Web Services and Reference Librarian WVU Libraries

  2. Average Per Day

  3. Effective Email Management • Best uses • Privacy • Netiquette • Organizing • Efficiency

  4. Goals • Increase productivity • Not be bothered • Not bother others

  5. What is email good for? • Short and sweet messages • Reaching a large audience

  6. What about privacy? • Don’t put anything on email that you would not post on your door / send on a postcard • Don’t think that because you delete it that it no longer exists

  7. Netiquette: What to Avoid • Reacting emotionally • Responding inappropriately • Individual vs. list • Always check “to” line

  8. What to Avoid • Yes, I agree • Light discussion • Sarcasm

  9. What to Do • TIA • Remind people to respond to you rather than the list • If you do not send any objections… • Answer promptly

  10. What to Do • Shorten long threads • Use the subject line: • Q • A • Urgent • Emoticons ;-)

  11. Tips: Timing • Not too hasty unless urgent • Not marked urgent or priority • Receipt function if needed

  12. Timing • Hasty is dangerous • Passionate • Forceful • Hostile

  13. Timing • Draft response • Cool off an hour or a day • Get coffee, run spell checker

  14. Organizing email • Filing system • Subject • Person • Category • Action • Read later • List name • Filters

  15. Filing Systems • To do list, action, today • Send yourself email • Friends • Projects

  16. Filing System

  17. Efficiency • Address books • Groups • Individuals

  18. Address Book

  19. Efficiency • Filters • Automatic delete • Send to a folder

  20. Efficiency • Check only twice a day • Clean out weekly • Save off-line

  21. Efficiency • Signatures • Contact information • On/Off

  22. Efficiency • Groups and lists • Each member of the group monitors one list and sends relevant items to the attention of the group • Digests

  23. Tips: Subject • Useful subject line • Meaningful to sender and recipient • Example: Meeting • Better: Team meeting 4/11/01

  24. Tips: Length • Brief message • Especially important ones • People higher up receive a lot • Message and header on one screen

  25. Tips: Size • Ask before sending large attachments • > 100KB • Place it on a server for downloading • Varies with environment

  26. Hoaxes, Rumors,Urban Legends • Chain letters • Computer viruses • Charity • Laws • WVU Policy

  27. WVU OIT Electronic Mail Policy Mail Violations Chain letters - It is a violation of this policy to send or forward chain letters.

  28. Hoaxes, Rumors, Urban Legends • Hoax • False, deliberately deceptive information • Rumor • Anecdotal claims – true, false, or in between • Urban Legend • Popularly believed narrative, typically false

  29. Hoax, Rumor, or Urban Legend? Bananas spread flesh-eating disease Hoax

  30. Hoax, Rumor, or Urban Legend? Snakes kill child in Burger King ball pit Urban Legend

  31. Hoax, Rumor, or Urban Legend? Cell phones cause gas station explosions Rumor

  32. Tips: Environment & Content • Single font • Multiple fonts, colors, clip art • Mixed case • Emoticons ;-)

  33. Tips: Responding/Replying • Multiple fonts,colors, CASE • Long – paste pertinent part • Edit long threads • Evolving convention • >>>You wrote • <<:<I write

  34. Responding/Replying • Quoting • What you are replying to • One sentence or a few words • Enough to recognize the topic • Individual vs. List • Who you are replying to

  35. Responding/Replying • Quote & response • What you are replying to • Delete • Off-topic • Content you are not replying to • Reformatting

  36. Responding/Replying • Thank you • You’re welcome • NRN – No reply needed • TIA – Thanks in advance

  37. Tips: Forwarding • Sending on to other recipients • One or many • Add your comments • Use discretion

  38. Forwarding • Fwd: Subject • Introduction • ---begin forwarded message --- • ---end forwarded message ---

  39. Forwarding Forwards • Delete useless header info • Keep sender, subject, date • Forward only what is interesting • Avoid changing context • Copy to clipboard • Delete what has piled up • Paste into message

  40. Content buried in junk & context is lost

  41. Tips: Signatures • Brief • Interesting but unobtrusive • Not > 5 lines high • Nor > 80 characters wide

  42. Note to self: Improve sig file

  43. Better sig file

  44. Eliminate Clutter • Clean out weekly • Handle once • Fight SPAM

  45. We speak across time and space. . . . May the new power promote peace between all nations@->->--

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