Friday, January 16, 2009

The Latest E-mail Check List

Keep in mind that the average worker receives 200 emails each day. You may get more than that. So, remember when you're sending a business-related email, it's one of at least 200 your recipient is going to have to deal with today. Before hitting send on that next email, go over the items on this list, just to be sure:

1. Is it going to just one person? (If yes, jump to #4.)

2. Since it's going to a group, think about who all is on the mailing list. Does everyone really want to be included?

3. Is there anyone on the list who not complain if she didn't get a copy? Make sure it's only going to the right people.

4. Have I actually corresponded with this person before? If not, reconsider email.

5. Am I upset? (If so, save as draft and come back to it later).

6. Would a phone call be more effective in building the relationship?

7. Am I blind-ccing the boss? What happens if the recipient finds out?

8. Is there anything in this email I don't want the attorney general, the media or my boss seeing? (If so, delete).

9. Is any portion of the email in all caps? Probably need to revise that.

10. Is it in black type at a normal size? It should be.

11. Do I have my contact info at the bottom? Should be.

12. Could this email be shorter? Shorter is usually better.

13. Would it be better to attach any files in PDF format?

14. If this is a forward, is it truly appropriate and worthwhile?

15 If this email is to someone at Mixonian (or similar), are the its and it's correct?

16. Does the subject line make it easy to understand what the message is really about and make it likely to get filed properly?

17. Is it worth paying 42 cents to send this email?

When in doubt, use another medium besides electronic mail, if only for the sake of variety. Happy Friday!