Small Business Diva

August 20, 2008

Email Etiquette

Filed under: Communication,Office Organisation,Small Business — smallbusinessdiva @ 4:34 pm
Tags: ,

I’m writing today about a topic that has been annoying me for a while now… a topic that has recently been discussed at length on a business forum I’m a member of and more recently in the latest Women’s Network Australia e-Noticeboard. I figured that while there’s a bit of talk about it, it’s a good time to bring it up here and (hopefully) we can start sending a clear message to the guilty parties. I must admit, some of my dearest friends are guilty so if you do this too, please don’t take it personally.

The problem… people who forward emails without using the BCC: field and those who forward emails without removing previous recipients’ / senders’ addresses from the message. These are particularly the case with those, “Forward to at least 100, 000 people within the next 10 minutes or your wish won’t come true” type of messages but are seen in general business emails too.

There are three main problems with this:

1. If my name is one of those on the email – whether as sender or recipient – it then gets forwarded all over the place. Some people are very protective of their privacy and would rather that their details not be distributed willy-nilly. Okay, perhaps you trust all the people you are forwarding the message to, but what about the people they send it to… or the people they send it to… or… and so on?

2. Others are concerned that their address will eventually end up in the hands of spammers, thus opening them to being bombarded with even more spam emails.

3. It just looks messy! I really dislike having to scroll down through countless ‘to’ and ‘from’ lists, complete with various, “Thought you’d like this. OMG ROFLMAO!!! See you Saturday. Love Sue,” type messages just to find a useful bit of info in the bottom two lines.

Although this annoys me, it doesn’t upset me and I certainly don’t waste time worrying about it – and I still love my friends who do this – but I’d really like it if we could collectively start spreading the message.

If you are guilty of this, please:

1. When sending messages to numerous people and it’s not necessary for them to know who else you’re sending it to, use the BCC: field (it’s below To: and CC) and stands for Blind Carbon Copy. It means that each person in that address field will receive the message but they won’t see the names of others it was sent to.

2. When forwarding a message, please delete any irrelevant information from the email before you press ‘send’ (eg previous names, addresses, messages and signature blocks).

Another suggestion is that we all start to include a message in our emails along the lines of, “Thanks for deleting my email address and the FWD in the subject line before forwarding these to your friends and family.  Hardly any spam now.”

Okay… I’ll get off my soap box now.

Here’s to your success in business,

Donna-Marie

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April 24, 2008

What Makes a Good Email Subject Heading?

Filed under: Recommendations,Small Business,Work from Home — smallbusinessdiva @ 5:30 pm
Tags: , ,

I just received 13 emails from an associate… all in a row… one after another. And I was so grateful she sent each one separately!

Some people may prefer to get one email with all the information, but these 13 emails, while on the same project, were each on a different section. When you have so much information like this, it’s actually easier to receive – and store – the different sections in different emails, rather than trying to search one endless email for that little snippet of information you may want at any time.

Tash at Word Constructions mentions this on one of her posts – email subjects – that’s worth reading. Plus, she shares several other great tips for constructing a good subject heading to help get your emails read.

Here’s to your success in business…

Donna-Marie

March 21, 2008

Truth of Fiction?

Almost every day I receive some sort of email from a well-meaning relative, friend or colleague, warning me about the latest ‘shocking danger’. These warnings range from health issues, scams, computer viruses, safety issues… I’m sure you know the ones I am referring to. What’s more, these emails almost always ask you to forward the warning to everyone in your address book to make sure they’re aware of the potential dangers too.

Do you automatically forward on these warnings?

I don’t.

I go to a fantastic website – Truth or Fiction. You can look up the general topic of the warning email you’ve been sent and nine times out of ten, it will have the exact email in its files. It will tell you a little bit about the email and whether it’s true, fiction or a combination.

Before you automatically forward those ‘urgent warnings’, have a quick look on Truth or Fiction.

Here’s to your business success…

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