by Marsha Egan

Hey – don’t just read these, rate them 0-5 on how well you follow them, 0 being stinky, and 5 being fabulous.

• Be concise. ‘Nuff said.
• Get to the point. Place your main point, request, or question in the very first sentence of your message.
• Spell check. Proofread. Make sense.
• Use proper layout.
• Use a readable font in a size that is easy to see.
• Avoid stationery that takes a large amount of megabytes
• Use the person’s name, either in the greeting, or in the body of the message.
• Keep language gender neutral.
• Avoid text lingo (oops, I mean language.)
• Use only abbreviations that are well known.
• Avoid emoticons and smiley faces.
• Avoid long sentences.
• Use active vs. passive voice.
• Answer all questions, and anticipate future questions.
• Include the important points of the message thread.
• Clean up forwarded e-mails. Either delete unnecessary verbiage or highlight the important points.
• Use detailed subject lines to help your recipient quickly understand the focus of your message.
• For very short messages, use the subject line as the message, ending in EOM (End Of Message) to let them know not to open the message.
• Avoid writing in ALL CAPS. It is viewed as “shouting.”
• Use the high priority option only when it is truly high priority.
• Use the words “URGENT” and “IMPORTANT” sparingly, and only when it is true.
• Use “Reply all” only when every person in the distribution really needs to receive the message.
• Avoid sending e-mail messages when you are emotional. Regardless of how you try to mask it, people will “feel it.”
• Never forward messages that are off color, offensive, racist, or obscene.
• Don’t forward chain e-mails, or e-mails threatening you if you “don’t forward in 24 hours.”
• Copy ONLY the persons who really need to receive the e-mail.
• Avoid using e-mail to provide “constructive criticism.” It is never taken positively. Those conversations should be done in person.
• Avoid using BCC to rat out your co-workers. It turns YOU into the rat.
• Avoid using e-mail to “discuss” issues among several people – the threads become diffused, and the content is difficult to follow. Call a meeting instead.
• Avoid sending urgent e-mails. If you need a response in under 3 hours, visit or call.

Copyright, Marsha D. Egan, CPCU, PCC, CEO of The Egan Group, Inc., http://inboxdetox.com  Marsha is a certified executive coach and professional speaker, specializing in leadership development and workplace productivity. You can reach her at marsha@marshaegan.com

Hugs, The Frog

Susie Hale, President
Frog Pond
FrogPond Publisher
800.704.FROG (3764)
susie@frogpond.com

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