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The blessing and the curse of the digital revolution! Between e-mail, instant and text messaging, cell phones, Blackberries and the Internet, we are drowning in data overload. Moreover Jonathan Huberdeau Jersey Youth , the constant interruptions are costing the U. S. economy an estimated $558 billion annually. This staggering number does not add in the cost of poorly written e-mails that land companies and employees in hot legal trouble, destroy long-term client relationships, and ruin reputations?just review Mike Brown's e-mails (former FEMA chief) as Hurricane Katrina raged and you will understand. Add to this mix a lack of civility and common sense and you have an explosive brew.
What to do? For starters, treat e-mail writing as writing not as casual conversation. Whether words are written in the sky, sent by carrier pigeon or via the Web Anton Stralman Jersey Youth , words must connect with the reader. Good writing allows this to happen; poor writing does not. Currently, writing online is still, as author Patricia O?Conner writes,?in its Wild West stage a free-for-all with everybody shooting from the hip and no sheriff in sight.?
Therefore, I would like to establish some law and order by recommending that all companies?from multi-nationals to sole proprietors'develop e-mail protocol. Simply stated it's 'the way we do business around here? in terms of communicating via e-mail with co-workers and customers. It is a code of behavior Aaron Ekblad Jersey Youth , a set of standards as to how you will frame your words, manage your inbox, even extend your brand.
Below is a short list of questions to visit at your next meeting. Your answers are the beginning of a company-wide document.
1. How do you greet and close messages? Companies are putting together 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 e-mails?
2. What does your e-mail signature say about your company? It should be an extension of your company's brand. Professional with no cutesy sayings, it should contain all contact information. Establish a standard for font style and size.
3. What is the company policy around blind copies? Some companies only use them for e-blasts; others say they are strictly verboten. Discuss why Keith Yandle Jersey Youth , when and how you use them.
4. Do you have a message for your out of office auto-responder? How long away from the office before you turn the responder on? Four hours? One day?
5. How often do you check e-mails? Some companies set their programs so e-mails are only called up hourly, thus reducing down time.
6. How soon do you return e-mails? Within four hours? By end of business day?
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