Common problems with email

1. Common problems with email

2. Why are there so many issues with email • Email is used as a common tool for communication BUT • Email is one of the most misunderstood tools • Email is one of the most abused tools

3. Communication gap • People from different cultures and backgrounds have different email etiquette. • Capitalization • Titles • Language skills

4. Capitalization • TAL, I WOULD LIKE YOU TO COME TO MY OFFICE TODAY AT 4 PM In e-mail culture, words written in uppercase are considered "SHOUTING.

5. Communication gap People write email as though they are talking What's wrong with this one? “We got to face them where the rubber meets the road” People use slang or humor that might not be understood by the recipient

6. Communication gap • People write email as though they are talking • Writing is different then talking • You can not convey emotions or humor clearly through email • You can not convey facial expressions or body language through email

7. Communication gap • People use slang or humor that might not be understood by the recipient • Although English is the common language of business, the slang and humor is particular to each culture. • If your joke backfires, you are not there to put out the fire

8. Loss of personal contact • Email is being used in place of face to face contact. • People mistake email exchange for relationship building

9. Perils of email • Never send an angry email • Avoid impulse • Put yourself in the TO: to avoid impulse sending before you are ready • Wait it out • Think it through • Make sure the email is complete and understood for the reader • Countless emails on the same subject will make you seem disorganized • Use Diplomacy • CC selectively • Save all incriminating email • Beware of using lists

10. Email structure • Recipient list • Whom do you include on the TO: line • Whom do you include on the CC: Line • When do you use the BCC: line

11. Subject line • Should be short and to the point • Remember, many people have a huge mailbox and can only search through the subject. • Never put your message in the subject line. Keep it descriptive but limited to 5 – 8 words.

12. Body • Keep it organized, use proper formatting. • Make sure your points are marked • If you need a response, please make sure you say so • If your email spans several pages, perhaps an attachment would be better. • Remember – email can be used as a record, do not put anything on an email that might come back to haunt you.

13. Signature • KISS – Keep It Simple • Contact information • Disclaimer • Avoid silly quotes or remarks

14. Reply • Use caution when you reply all • Who should receive the reply • Avoid the thank you chain • If someone mess up, do not reply all.

15. Instant messages • If a co worker is not convinced that you will read his email fast enough , he will try to ping you. • The term ping.

16. Dangers of IM • No delay or undo • A combination between talking to writing • Misunderstanding can easily occur • Humor does not transfer correctly even when using emoticons • You cant hear the person’s tone and voice inclination • You never know who is on the other side. • Avoid impulses • Think it out • Never IM when you are angry • Remember, IM’s can be saved

17. Emoticons • :-) Smile • ;-) Wink • :-o Surprise • :-P I screwed up • 0:-) I’m an angel • >:-) I’m a devil • >:-| I’m angry • :-(*) I’m about to vomit • (_!_) A-hole • (_X_) Kiss my ass • (_E=mc2_) Smart Ass • (_?_) Dumb Ass • 0 F-You