Email and respect. Are they synonymous? Based on some of the emails I’ve read, I’m not sure. First of all, to use email as a communication route begs the question, “How sensitive is your subject?” The more sensitive the topic, the more you should opt for a face-to-face setting. Is it out of ignorance or lack of respect for others that many email users abuse the email system and, in turn, their audience? Maybe they just don’t choose to consider the impact. “Sending an email is like sending a postcard. If you don’t want your email to be displayed on a bulletin board, don’t send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.” (www.emailreplies.com)
Because email has been part of the work world for over a decade and it is meant as a quick exchange, most of us feel like we know the “rules.” It is always a good idea for organizations to identify, distribute and train an email protocol (which can be, and often is, monitored through email management software). Asking employees to use a protocol helps to protect the company from liability issues. On a smaller scale, however, I believe that respect for your audience and common sense should always be used to screen all email you send.
There are two tips that I’ve found to be highly effective when writing email. First, write a specific subject line. For example: “Energy Task Force Meeting 10/25/07, 7p.” Contrast that with “Meeting.” When recipients are scanning quickly, they’ll know the basis for your email. Second, answer your email messages within 24 hours or even the same day you received them. If an email is particularly complex, simply send a simple sentence email stating that you received the message and will send a detailed answer soon. Acknowledging a message puts its sender at ease.
Long story, short: Think twice!
