10 rules of propriety when dealing with e-mail

New website EMAIL CHARTER shares with us ten rules that can still save time for all users when working with e-mail, which is more and more drowns us and captures all the free time. And everything depends not only on the number of messages you falling. Often the problem is that people simply do not do the simple things that can save hours and years of life to people with whom you work.

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So, less than 10 points / tips this Charter.

1. Respect the recipient's time

It is a fundamental rule. As the sender, you should consider how to minimize the processing of your letter. Even though you will have to spend more time on his writing.

2. In short - does not mean rude

Do the answers to the letters clearly, but do not do grafomanstvo Read will not work and you are likely to not only your recipient.

3. clarify

Start with the subject of the message and, if possible, add a status tag. [Info], [Action], [Do not rush] [Documents]... If the letter is more than five sentences, expand the substance of the letter without tricky turns. Avoid strange fonts or colors.

4. Ask simple questions

It is considered bad manners to insert four paragraphs of text from a previous correspondence, and the question "Who has any thoughts?" So often do, believe me. The question to ask is better after reading your resume and a limited number of responses. For example:

I sent you a contract. When you are able to sign:
and tomorrow;
b) this week;
c) require approval.

So you exclude the often lengthy discussions, which may be caused because someone nothing else to do.

5. Careful with CC:

Do not add a copy of the letters of a bunch of people just in case. This will increase the response time, eat a lot of time and can often make the issue unsolvable. everyone remembers legendary correspondence Employees of a bank?

6. Do not pull all the correspondence tail

Many protracted correspondence and grow large tails of past letters. Do not pull them. Just imagine that to be the newcomer in the SS colleague or partner. It is better to leave the 3-4 last answer and paraphrase in your own words the last agreement.

7. Fight with pictures

Do not use graphic objects in the caption, which displays some programs as attachments. Every time you make check, there's new attachment. And do not put text information into a file if it is possible to insert text in the letter.

8. For the adoption of codes or EOM NNTR

Adding to the subject of the message symbols EOM (= End of message) you say that the debate is closed. A NNTR (= No need to respond) - that the answer is not necessarily. This saves the recipient and your time, and you do not get another letter with a question like, "So, as you need me for?"

9. limit responses

You are not required to respond to any letter. Especially if it is not directly addressed to you, but you stand only CC. Do not write something like "Thanks for the advice," "Thanks for the help," or "Oh, cool!" This is not a real communication and here the rules, the main one being - saving time with each other.

10. Disables!

We all agreed to spend less time on e-mail, we all want to receive less emails. Try to book a half-day and bring it to colleagues that you will not have to e-mail. Or make it a rule to spend the weekend without e-mail. And let your answering machine at the weekend a link to this post.

Sign the charter can be here.