Consider all Email communication to be business communication.
- The Recipient may not be able to decipher the tone of the communication.
- Avoid using too many abbreviations, acronyms.
- DON’T SHOUT IN CAPITALS
Consider using the Phone or talking directly to the person. Some communication is better handled in-person or on the phone where your voice and tone can help communicate. Misunderstandings can be avoided.
Subject – Stay on Topic
- Don’t mix unrelated ideas or action items in the same email.
- Don’t risk the recipient tuning out before reaching the most important point of your message.
Subject Field Usage
- Standards will help you to find emails in the future.
- Use the Case Name, Client/Matter number, or combination of both
- Send your message to the right person.
- To = Main recipient, who will take action
- CC = Other people who should be informed
- BC = Silent observers
- Task Assignment
- When assigning a task in an e-mail, be clear about which recipient is responsible for completing the task.
- Enter the addressee last
- Avoid sending an incomplete message.
- Be careful about what you send.
- Metadata in Word documents
- PDF format preferred
- Attachments mean multiple versions
Avoid being a slave to e-mail
Set a schedule for reviewing emails
Respond quickly – not immediately
Consider eliminating notification alarms and pop-ups.
- Creating Subject Folders
- The Deleted Items folder is not a storage area.
- Neither is the Inbox – use WORLDOX.
- Threads – saving the last message.
Rules To Email By
- Be concise.
- Avoid long sentences
- Use proper grammar & spelling.
- In Replies try to answer all questions
- “Pre-empt” Follow-up Questions
- Don’t overuse the High Priority flag
- Don’t request Delivery & Read receipts
- Don’t forward chain letter emails
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