How to Communicate Effectively via Emails

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Communicating effectively via email is important because it is the fastest way to communicate in writing today. Use these email suggestions to make the most of your communications.

Things You'll Need

  • An email account and knowledge of how to use it
  • 1 - Treat all your emails as if they will last forever because they do even after you delete them though you don't see it or realize it.
    2 - Use topics to title your emails because it makes it easier to sort, retrieve and view.
    3 - Re-title your subject line versus automatically hitting reply if the email changes subjects.
  • 4 - Never hit the send button when you are angry or upset. You may regret it and like the spoken word, once you hit sent, it has been said so to speak.
    5 - When you will be unavailable for more than 4-5 hours, leave an out of the office message and direct the person emailing you to someone who is in the office in your absence.
    6 - Reduce email clutter by replying to the person who sent you the email versus the entire list unless they need to be included for informational purposes.
    7 - Make your email as thorough, yet concise as possible.
  • 8 - Make sure all of your contact information is current and always include a telephone number.
    9 - Incorporate an automatic signature block with your address, phone number, email address, etc.
    10 - ALWAYS use spell check, but proof again as well for mistakes that it may miss.

Tips & Warnings

  • Every couple of months go through your emails and delete what is no longer important information for you.
  • Save important emails and organize them into specifically labeled folders.
  • NEVER send emails when you are upset or angry. The send button is much more easy to use than the escape button.
  • Photo Credit Beth Chapman
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