Email hosting is one of the most important tools in enterprise business communications today. However like any other tool, it has to be used properly.
As The Daily Muse wrote in Mashable, if not used correctly e-mails sent to workers might prove to be more annoying to them as opposed to helping them get business done.
One particular example of annoyance involves sending messages with only the subject. The article gives the example of “saw you're on the phone -- call me when you get a chance or where is your month end report?” The recipient might feel that the author of this message feels that they aren’t worth the sender’s time.
The obvious fix is to write a short message with a subject of one or two words and a sentence or two in the body such as “Remember, whether you're an associate or a manager, e-mailing and texting aren't the same thing -- and they never will be,” the article stated.
Another common e-mail hosting pet peeve is capitalizing or bolding important words throughout the entire message. In fact, many users find these kinds of messages are hard to read. A better solution is to use italics instead of capitalizing and bolding words.
Another of the most common e-mail blunders is replying to one person via “reply-all.” While not nearly as disastrous as a University of Kansas e-mail that listed thousands of disabled students and their accommodations, an accidental reply-all can wreak havoc on a smaller scale across the users of an email hosting system. And, if a manager happens to be included in that reply-all message, it can make innocuous advice or gentle criticism tantamount to chewing someone out in front of the boss.
Again, the solution is obvious: reply directly to the person you want to reply to, ideally in a new message.
Yet another common email hosting annoyance is not signing an e-mail with a person’s name, making it difficult to see exactly who the message came from. The fix is also easy; either sign the message or have the e-mail client automatically insert a signature into the message.
Want to learn more about the latest in communications and technology? Then be sure to attend ITEXPO Miami 2013, Jan 29- Feb. 1 in Miami, Florida. Stay in touch with everything happening at ITEXPO (News - Alert). Follow us on Twitter.
Edited by Jamie Epstein