10 label rules to use email
Email is certainly the one-to-one means of communication with more information today. It is important to maintain communication at office, community and personal level. He's been with us for many years but many people have been unaware of using them properly or have no consideration to them while using them, and that's why I have decided to write 10 "label" rules for the proper use of email that I think would greatly improve the experience if they were applied:
1. Be clear and concise
Some people get a lot of email a day and we thank them for their moderate use. If you can figure things out with a phone call, do it! If email is necessary please try to communicate clear and concise message, most things you need to say can be expressed in three lines and in less than 200 characters.
2. To leave the reverence for another occasion
How many of us get jobs jobs every day that start:
"sir Fulanito, presente, at your request I have the pleasure to send you the requested information that you will find here as an attached file. It's my sincere wish that I find that information useful for the purposes of this project... I have been hoping that this email will find it well and that information will have been useful and I will always repeat them at your command. Signature
That's a nightmare, goes completely against the concrete, simple and efficient messages that are required by sending email. Please put your reverence aside and get to the point:
"He sent you attached information requested. If you need anything else, let me know."
3. spelling and grammar
The other end is that of people who send messages by email composed of pure slang, word and initial contractions that sometimes and they don't know what they mean as LOL, FYI, BTW, TQM, etc. The more clear the writing will be easier for the recipient to understand the message.
4. Do not send files bigger to 2MB
Email uses protocols designed to move small information packages, especially text, are not the ideal means to send or get large files. When you need to send someone a file bigger than 2MB please put it up to a server and just send the download link. There are an infinity of free web services and applications so that anyone without any prior training can do this: CloudApp, Dropr, Dropbox, Upload Robots, MediaFire, MegaUpload, etc. What happens is that when you send me a file of several mega by email my email client remains trying to download and doesn't let me read other emails that came after yours, and the download rate is very low, but if you send me a link I can choose when to download the file and the velocity is better.
5. Signatures
I accept that, I have committed this sin in the past, I have put images into the sign of my email, this is bad. The aim of an email sign is to indicate exactly who's writing it, have an image with a company logo or another image there does not provide useful information and only makes the email heavier, and the image rarely goes well with most email and web services customers and ends up as an attached file generating confusion. Other things that have to be avoided at the firms are messages that are beyond the issue dealt with at the post office, for example words that are celebrated, sentences or other things that many people like to add to their signatures. Legends such as "Avoid printing this email..." or legal notices that warns that "information in that email is confidential, bah, bah, bah," they are no good at all, they are garbage. The best information to put into a firm are name and some other contact information such as phone number or website.
6. BCC and Reply to all
When you send mail to a group of people the best way to do so is to put our addresses into the "Blind copy" (BCC) field as this way those who get them cannot see the other addresses to which they have been sent, many people do not care that our email address will appear in those messages, leading us to another problem, many people by answering a message using the "Reply to all" button and so their answer will come to them as well as to them. That function and the copying function (CC) are very useful when they are used properly, for example to work with a group of people but if this isn't the case please make proper use of email.
7. appropriate names
The name of the email should be described very briefly as a message, and this allows the recipient to quickly filter which messages are most urgent. The names as "Hello" or "Greetings" give no sign of whether or not the message is important, personal or work. It's also good to avoid that in a text sequence name lose meaning, for example an email that's been sent and responded several times can end with this name:
RE: RE: FWD: RE: requested information
When at this point in the conversation the topic is no longer requested information but the date of a job's surrender, so the name should be:
Date of delivery
8. Text, text, text
The text is the most "malleable" form of information that exists, I have found very useful that by sending information that's text will be sent as such into the email message rather than being sent into an .doc or .pdf document as an attached file in the document as this only increases the message size by making it worse and giving way to problems such as the possibility that the recipient cannot open the file. On the other hand if text is sent into the message it can be copied and glued to the recipient's preferred application.
9. Format:
The use of some format as bad, ital or vineyard letters is sometimes warranted, however some people use the format as a game and sometimes we get messages with a green phosphorescent background and clear blue letters. No.
10. Chain:
Many people only use their email to send and receive mailing chains with photos of tender kittens, images of morbid accidents, jokes or pornography. Although we don't believe it, many people are displeased with receiving several of these daily messages from our inbox, we use email as a productivity tool and these chains represent trash as annoying as SPAM mail. Chain lovers can be more educated and ask their email contacts to whom they care to get these kind of messages, so they can make a group with these contacts and send them only the trash that they don't care about. Everyone's happy.