12 Email Tips to Establish in the Work Place
Quick, convenient and concise are three great reasons why email is a widely-used form of communication in company offices. While email makes contacting peers easier than ever, there are various types of risks that come with excessive or improper email usage. An article published by TechRepublic outlines 12 important email tips to practice in the work place.
- Prevent virus outbreaks and spam
Viruses can be spread through emails, but you can reduce the risk of catching a virus by using an antivirus software, using email services with built-in antivirus protection and only opening emails from trusted sources. Spam is also another email issue that can fill up email counts, networks and servers with nonsense such as jokes, chain letters and hoaxes. In order to reduce spam emails, be careful of where you post your email address.
- Avoid phishing attacks
Phishing scams exist in order to steal person information from people and businesses. It is always important to avoid giving out personal and business related private information over the internet, and over email. If an email ever seems “phishy” to you, it is always best to call a human resources representative of that company and ask them directly.
- Manage your inbox
Keep your inbox organized by sorting your emails by priority, subject, date and sender. These days, people expect immediacy. Response time should be within 24 hours of receiving the email, even as just to respond with that you have received the message.
- Compose professional messages
Always make sure your grammar, spelling and sentence structure is correct when composing and responding to company emails. It is also important to proof-read emails before sending to catch any mistakes.
- Write effective subject lines
Subject lines should be short, sweet and to the point. Try summarizing the importance of the message in the subject line without being too long or vague. Long subject lines are often scrolled through or ignored.
- Properly use CC and BC
Carbon copy (CC) and Blind carbon copy (BCC) allow users to send copies of emails to recipients that need information, but are not always the primary receivers of the email. When adding carbon copies and blind carbon copies, make sure that those contacts actually need to be copied on the email.
- Obey etiquette rules when forwarding messages
Be cautious of forwarding emails that contain confidential or sensitive information, and make sure the contents of the message pertain to the contacts you are forwarding the message to.
- Don’t be a party to a flame war
According to TechRepublic, flame wars are heated email exchanges that are more emotional than reasoned, and have no place in professional communications. If you find yourself in a flame war, step away and reply back when you feel calmer. Sometimes it is best to deal with these situations in person, rather than over email.
- Protect e-mail addresses
Not only is it important to protect your email address, but also make it a priority to protect your coworkers’ email addresses as well. Never disclose these email addresses to vendors, friends, or post them online.
- Be smart about handling attachments
Attachments are an easy way to send files, but can often contain and spread viruses when opened from scammers. Caution should be taken when opening attachments from unknown senders.
- Don’t include sensitive or potentially embarrassing information
Never assume that your emails are private. With this in mind, it is important to exclude any information in an email that you wouldn’t want published anywhere else on the internet or on the front page of a local newspaper.
- Know when to use email (and when not to)
Emails in the work place are for professional use, and not for jokes, chain emails or promotions. Also, if things are getting complicated over email discussion sometimes it is best to set up a short meeting to address the matter in person.
To see the list with more details and proper email tips, click here to read TechRepublic’s full article.