Email guidelines

Purpose

Email is the most popular and formal communication method used by our business. However, email communication must be managed properly to be effective. The document contains some guidelines (not absolute rules) that may help us communicate effectively vai emails. A good utilization of these guidelines can help us towards creating better relationships with clients and co-workers.

Email communication is about communicating thoughts and ideas. If we are not getting your message across then it defeats the purpose of email. Proper email conveys a professional image. Clear and concise emails are much more effective than poorly worded emails.

1. New Messages

Below guidelines can be used while writing new email message.

1. While starting a new message, make effective and appropriate use of the subject. It is important that recipients of your messages have a good indication as to which messages to read first and which ones can be read at a later date. Subject line is a very important part of an email message, make sure to use it well.

2. Think before writing. Also, try to analyze readers and make sure that the message is clear and useful.

3. Try to restrict to one topic in an email message. Several short emails are usually preferable over one long message covering many separate subjects.

4. While sending a message to someone that requires an action, make it very clear within the first few lines of the e-mail what is expected. For example, let your recipient know what you need in order to complete a task. If possible, provide a due date.

5. Avoid the use of capital letters. Capital letters should be carefully used only to emphasize a word or a phrase.

6. Ensure to email the correct email address. Always avoid guessing email addresses.

7. Use Proper spellings, grammar and punctuation help to convey the message clearly.

8. Write briefly and keep the messages short and to the point.

9. Busy people will only open messages with appealing subject lines. Don't make unnecessary use of the words such as URGENT or IMPORTANT in the subject line. If your message really is extremely urgent or important email is not the correct communication method.

10. Keep signatures short and relevant.

11. Take another look before sending the message. Do not send anything that you should not be sending. Sometimes email communication can turn out sensitive.

12. Communicate dissatisfaction directly to the individual. Avoid putting grievance about an individual to everybody. This works well in promoting 2-way communication.

13. Highly complex information should be communicated through other means such as a telephone call, or face-to-face conversation. This avoids confusion.

14. Avoid requesting a read-receipt, it annoy recipient before they have even read your message.

15. Avoid sending big attachments. Think carefully about the size of the attachments.

2. Replying

Below guidelines can be used while replying to an email message.

1. While replying to an e-mail message which has been sent to a number of recipients, use the reply-all option cautiously. Please check whether all of the people on the recipient list really need to see your reply.

2. Reading through your reply couple of times helps. Sending an un-thoughtful quick response rarely helps and might leads to an unwanted exchange of messages.

3. When you receive a message from a group email list, be very careful to direct your reply to the appropriate address and not to the whole group.

4. Based on importance of an email message, immediately reply briefly to an e-mail message to let the sender know you got it, you can send a detailed reply later.

3. Forwarding

Below guidelines can be used while forwarding an email message.

1. While forwarding an email, consider including a summary at the beginning of the email. The new recipient should be able to determine what has already been discussed.

2. Always adhere to Tech Mahindra security and email policy.

4. Common Courtesy

We should always try practice the basic courtesies listed below.

1. Use "please" if you are asking for something. Similarly, if someone does something for you, write "thank you". Please and thank you carries the same value in verbal and written communication.

2. Not getting an immediate answer should not be related to Ignoring.

3. Make sure you include enough information to make the response possible.

5. Conclusion

Email is an effective communication tool. When we compose an email message, we should read it over before sending. Time spent on making email clearer is time saved in future correspondence.

Time Savers...

Never Check E-mail in the Morning…and Other Surprising Time-savers

It's advice from Julie Morgenstern, a leading time management and efficiency expert. She's helped companies like American Express, Microsoft, and FedEx revamp the way they work, and is a regular guest on Oprah. Her strategies stress among other things, the importance of deleting. In her words, "It could be catalogs when they come in, it could be tasks that come across your desk, or even ideas that pop into your mind that are not your focus right now. Just edit them immediately so you don't have them cluttering your life, your mind, your schedule." This article offers a sample of her sometimes counter-intuitive advice for organizing and saving time at work.
You work hard but can’t seem to get everything done. There are just too many responsibilities, interruptions and demands. Rather than working longer, you need to learn to use your time better -- and sometimes that means doing things that seem counterintuitive...
Shorten your workday: If 10 hours isn’t enough, try nine-and-a-half. Losing 30 minutes of work time each day makes you organize your time better. No longer will you tolerate interruptions... make personal phone calls from the office... or chat around the water cooler. Your pace will pick up, your focus will sharpen, and you’ll soon find that you’re getting more done despite the shorter workday.
Bonus: You have freed up two-and-a-half hours for yourself each week. This works just as well outside the workplace. Allot fewer hours for chores and projects, and you’re more likely to buckle down and get them done.
Take a break: Hard workers often feel that they don’t have time to take a break. Recharging your batteries isn’t wasted time -- it keeps you running. Escape from your workday life for at least 30 minutes each day or a few hours each week. Use this escape time to do whatever it is that most effectively transports you away mentally from your daily responsibilities. That might be reading a novel, exercising at the gym or listening to classical music. These escapes keep your mind sharp and your energy level high. If you just can’t find the time, add the escape more formally to your schedule. If your escape is exercise, plan a game of tennis or golf with a friend -- the friend will be counting on you, so it will be tough for you to back out. If your escape is music, buy season tickets to the local symphony -- you’re more likely to attend if you already have purchased the tickets.
Don’t look at E-mail first thing: Instead, use the morning to focus on your most important tasks. Most people’s minds are sharpest in the morning, and completing important responsibilities before lunch creates a sense of relief and accomplishment that can carry you through the afternoon.
Helpful: When you reply to an E-mail, try to fit your entire response in the subject line. Some people waste hours each day crafting long responses when short ones are all that’s needed.
Avoid the urge to multitask: When many things need to get done, it’s tempting to try to do them all at once. But multitasking isn’t the secret to productivity -- it’s a sure way to be inefficient.
According to a study published in Journal of Experimental Psychology, it takes the brain four times longer to recognize and process each item it is working on when multitasking than when it is focused on a single job. Other studies have found that work quality suffers when we try to multitask.
To get many things done, either in the office or at home, do just one thing at a time. If another obligation crops up or an unrelated idea pops into your head, pause from your current task only long enough to jot it down in your planner (not on a scrap of paper, which could get lost).
Be your own boss: Even if you are an employee with a company, think of yourself as an independent entrepreneur working with your company, not as a hired hand working for it. We all are self-employed, in a manner of speaking. We work for the sole proprietorships that are our careers. There’s a productivity advantage to be had by keeping this in mind -- independent contractors know that they must continue to deliver results every day to retain their clients, while employees sometimes allow themselves more slack and act as if their employers owe them something.
Cut people off: Learn to put off interrupters without causing offense. When someone needs you, say, “How much time do you need? If it’s more than a few seconds, let’s schedule it for later so I can give you my full attention.” The time will be more convenient for you, and the person may solve his/her own problem in the meantime.
Greet callers with, “What can I do for you?” rather than “How are you?” -- the latter might be taken as an invitation to chat.
Don’t do chores when big deadlines loom: Faced with a big, important task and several small, easy, but less vital chores, many people start by tackling the chores. Knocking these off provides a sense that progress has been made, and it clears the tables to focus on the big responsibility -- but it’s still a poor strategy.
Always tackle the most important job first, though it might be the most difficult and time consuming. In the corporate world, the most important task usually is the one that will generate or save the most money for the company. If you put off this crucial task, unforeseen complications or new assignments might prevent you from getting the important tasks done at all.
I hope this article all I can't help quoting Stephen Covey on a concluding note - "You have to decide what your highest priorities are and have the courage--pleasantly, smilingly, nonapologetically--to say 'no' to other things. And the way you do that is by having a bigger 'yes' burning inside".
compiled by Shilpa Kapadia