At the Fremont Chamber of Commerce general meeting, on May 18th at 35th Street Bistro, Dr. Julie Miller spoke on good writing practices for good business – and her top twelve tips for e-communication. Here, for Fremocentrist.com readers, she has provided some guidelines on how to be more professional in your e-exchanges.
Between email, instant and text messaging, Twitter, blogging, and all the different vehicles we use to access information, we are drowning in data overload. The constant electronic interruptions cost the U. S. economy an estimated $558 billion annually.
Consider developing an email protocol. That is, establish some law and order with a set of email best practices. Simply, it’s “the way we do business around here” in terms of communicating.
Below is a short list of questions to consider when reviewing how you frame your words, and time-manage your in-box.
1. How do you greet and close messages?
Many companies are crafting a series of key phrases used solely for openings and closings. Remember, you would never call without greeting someone. Why would you not in your emails?
2. What does your email signature say about your company?
It should be professional with no cutesy sayings. It needs to contain all contact information. Establish a standard for font style and size. Also, consider placing your signature block horizontal rather than vertical to save room.
3. What is your company’s policy around blind copies?
Some companies only use them for e-blasts; others state they are strictly verboten. Consider why, when and how you will use them.
4. Do you have a message for the out of office auto-responder, and when do you turn it on?
A large bank requires if an employee is gone for more than one hour and on an important project, the auto-responder is activated. Other companies insist they are available 24/7 for their clients, thus no auto-responder.
5. How often do you check emails?
Some companies set their programs so emails are only called up hourly, thus reducing down time and increasing productivity. Others require employees to check their e-mails a minimum of four times a day.
6. How soon do you return e-mails?
Within four hours? 24 hours? Some companies’ policy state all emails need answering within the same business day.
7. Do you use emoticons?
Buzzing bees, dancing bears, smiley faces. Suggestion: heartily rule against it.
8. How many emails before you pick up the phone?
The rule of thumb seems to be three. If the issues are not resolved, pick up the phone, or walk down the hall.
Consider these eight tips the next time you hit “send.”
About the Contributor: Dr. Julie Miller, founder and president of Business Writing That Counts!, provides online writing courses and on-site workshops. For more information, please visit www.businesswritingthatcounts.com.