Using Email for Successful Business Communication

Email has revolutionized the way that we communicate with others. It has given us the ability to process work and information faster and cheaper. Sending documents across multiple sites is instantaneous. We are able to stay in communication via a laptop, phone or PDA anywhere; giving us the ability to be far more productive. It’s almost hard to believe how businesses functioned without email. According to The UCLA Internet Report 2001, 87.9 percent use email of internet users use email regularly.

This rapidly growing form of communication is often misused. Netiquette covers both common courtesy online and the informal “rules of the road” of cyberspace. While the rules for netiquette are informal there are certain guidelines that should be followed when sending email.

Although sending an email rather than personally meeting with someone is more efficient, it tends to be less personal and can hinder social interaction and relationship building. The use of e-mail to avoid conflict or sending bad or negative feedback should be avoided. Messages can also easily be misconstrued. “Because it is so difficult to convey via email that something was meant ironically, misunderstandings are common and can lead to major fights. Usually, that’s neither wonderful nor funny.” (http://email.about.com/cs/netiquettetips/qt/et123101.htm)

Spelling, grammar and punctuation is also often overlooked in e-mail. E-mail is considered a more informal form of communication, but it is important to remember that it is a permanent record and should be treated as such:
“In the early days of e-mail, someone created the notion that this form of communication did not have to be letter perfect. Wrong. It does. It is a representation of you. If you don’t check to be sure e-mail is correct, people will question the caliber of other work you do. Use proper capitalization and punctuation, and always check your spelling. Remember that your spellchecker will catch misspelled words, but not misused ones. It cannot tell whether you meant to say “from” or “form,” “for” or “fro”, “he” or “the.”” (http://www.sideroad.com/Career_Advice/business-email-etiquette%20.html)

Printing your composed e-mail and proofing it can be a way to check for errors. You may also want to email it back to yourself to see how it looks before sending it.

The average email user receives 80 or more e-mails a day. Be conscious of this fact and don’t send junk e-mail. Remember to:

– Give people a chance to read the email – many people set specific times aside during the day to check e-email. Allow time for the e-mail to be read and a reply sent before you send a follow-up email.

– Ask before sending attachments, be conscious of the size of your attachments And what files the recipient can open. “Personal computers are like fingerprints-no two are exactly alike. Everyone has different hardware and software installed, resulting in different system capabilities.” (http://www.writerswrite.com/journal/dec99/pirillo1.htm)

– Don’t say anything you wouldn’t want everyone to know. E-mail is easily forwarded and can sometimes be misdirected.
– Send only necessary e-mails. Don’t forward or reply to all unless it is pertinent. Refrain from sending replies such as “Me too” “You’re welcome.” Don’t forward chain letters or hoaxes.

– Make sure the subject is clear and stick to one topic. Many people scan emails, important information may be missed if thrown in with another topic.

While fancy stationary, graphic, and HTML (Hypertext Markup Language) may seem fun to you, many recipients of these fancy emails find them annoying. Not only do they take up unnecessary storage space, but they may load slowly or improperly. “If you absolutely, positively feel that it’s good karma to use HTML e-mail, stick with the default fonts and simple formatting. Leave the colorful backgrounds, scripty fonts and animated images for your personal web site.” (http://www.iwillfollow.com/email.htm)

Plain text, common fonts such as Arial or Times New Roman, and simple signature lines should be the standard in business e-mails.

Most importantly, keep in mind that in this global economy e-mail may be the first form of communication you have with a person, if not the only one. “Your e-mail is as much a part of your professional image as the clothes you wear, the postal letters you write (assuming you still do), the greeting on your voice mail and the handshake you offer.” (http://www.sideroad.com/Career_Advice/business-email-etiquette%20.html)

Make sure the impression you present is positive and professional.

Works Cited

Cole, Jeffrey I Ph.D. et al. The UCLA Internet Report 2001Surveying the Digital Future.
UCLA Center for Communication Policy. Los Angeles. 2001.
Pirillo, Chris. “E-mail Etiquette (Netiquette)” Writers Write, Inc. 26 February, 2005 <
http://www.writerswrite.com/journal/dec99/pirillo1.htm>
Ramsey, Lydia. “Business Email Etiquette: Maintaining a Professional Image” Blue
Boulder Internet Publishing. 26 February, 2005.
Tschabitscher, Heinz. “Be Careful with Irony in Emails” About, Inc. 26 February, 2005

Wicker, Gene Jr. “E-Mail Etiquette” I Will Follow… Services. 26 February, 2005