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Articles of Note on Email Overload & Email Etiquette – February 2017

Hacked emails accounts reveal potentially damaging emails and some off the wall tips on dealing with people who expect an instant response to their emails. Articles of not this month touch on the need to maintain appropriate email etiquette regardless of who you are and whether using a business or personal account.

1.  David Beckham has given up hope of a knighthood in the near future. David Beckham’s personal email account was hacked and revealed email exchanges venting his anger at not being given a knighthood. They also revealed highly sensitive information about his tax affairs – one reason maybe for no knighthood.
2. Barclays lied over £73bn cash call emails. A classic case of using your personal email account for very sensitive business matters. The court has still demanded that all these emails are handed over as evidence.Yet again these emails highlight the point that the only control you have over an email is when you choose to send it. After that you have no control over where it goes. Maybe we need to be exercising more control over hitting send in the first place.
3. Email to gain attention without being pushy. It is not uncommon to receive 100 emails a day and have 2,000+ unread emails in your inbox.’ An extract from Dr Seeley’s latest book Taking Control of Your Inbox. This article focuses on just how to make your email stand out in an already bulging inbox without appearing rude or arrogant.
4. In a culture that calls for instantaneous responses. This is a prevalent culture wherever you work – private or public sector, charities or academia. Indeed one school academic said you were expected to be a clairvoyant and guess what the parent was writing even before they hit send! Here are some off the wall but nonetheless effective tips. We especially like the DND email.

Do you want to reduce the risk of being the subject of an email fiasco?  Talk to us about how our email best workshops and coaching can help.

Tags: David Beckham, email etiquette at work, Email fiasco, email overload, Taking Control of Your Inbox

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Banish Reply All Emails

Reply All emails are the bain of most people’s inboxes.  Its been a recurrent themes during discussions this week.  Using Reply All shows lack of good email etiquette and drives up the email overload. The question is why do people take this option and how do we help them change their email behavior.   A kind view is that the offending recipient accidentally hit Reply All.  The less charitable view is to assume the offending recipient is trying to score points.

Banishing Reply All emails depends on good email etiquette from both the sender and recipients.

As a sender, how can you improve your email etiquette to manage and reduce the opportunities for people to hit hit Reply All?  There are three easy options:

• Put all the recipients in the Bcc box rather than either the To or Cc line.
• Challenge those who do ‘Reply All’; ask them why they chose this option.  They won’t be so quick to do it again.
• For Outlook users, use an Expiry Date for time critical emails.  After their ‘sell by dates’ such emails will be greyed out which is a sign that the email no longer needs a reply.

As recipient, the message is simply, Reply only to the sender.  In addition there are two other options:

• Build in a few minutes delay between hitting send and the email leaving your outbox (eg either through rules or manually)
• For the more sophisticated user with Outlook 2007 upwards you can remove the Reply All button from your tool bar.

These are actions you can take as individuals and teams working together.  To completely banish the Reply All syndrome, requires good email culture and email etiquette policy across the organisation.  What does your corporate email best practice say about using Reply All?  What are the penalties for breaking the email best practice code?

Over the years Mesmo Consultancy’s Brilliant Email workshops have been instrumental in helping organisations banish the Reply All syndrome.  For more information on how we can help you and your organisation, please contact us now by phone or email.

Meanwhile, what suggestions do you have to banish Reply All emails and improve the email culture?

Tags: email etiquette, email etiquette at work, email etiquette dos and don'ts reply all

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