The Top 10 Do's & Don'ts of Business Email

Is there a need for this list? Headlines from around the world answer that question with an emphatic, “Yes!” It’s difficult to believe, well-educated business men and women haven’t plugged-in to the fact that nothing’s private about email.

As much as I adore Gmail from Google, I’m always uneasy when I open an email and see the top and right side of my inbox showing ads related to its content. If an address is given, there is Google Maps to the right, ready to give me directions on how to get to that destination. That’s scary folks and should be an immediate red flag to use caution when communicating via email.

This list of Do’s and Don’ts is not comprehensive. But every business person should know them. Perhaps, like Letterman’s, it could be a Top 10. Read on and judge for yourself.

1. Do not write love letters to anyone who is not your spouse or pending spouse. And if writing to them, censor the content. Leave a note at home with all the sordid details, things you should get a room for, got it? See #10.

2. Do not make email a substitute for good old-fashion, hold in your hand greeting cards or handwritten letters. This is especially important for special occasions, thank you's, holidays, and achievements and to provide encouragement. This little gesture appears genuine and warms the receiver’s heart.

3. Do set aside a specific time to read email. This could be several times throughout your day. You can always scan the inbox without opening it if you’re expecting something important. Typically, a phone call will alert you to an urgent matter.

4. Do not create a sales or marketing brochure as your signature. Give the basic contact information and something inspirational or nothing else. You appear desperate and it’s best if others gave testimonials about you, not you.

5. Do not forward everything of interest to you - to everyone in your address book! You may have time for all that superfluous rubbish but not everyone does. Frankly, neither are they at all interested.

6. Do forward emailings ( if you’re not doing #5) when they are matters of the heart and you wish to share. People who know you will expect to receive some forwarded email especially if they know you are an advocate for a certain cause. Jokes that are discriminatory in nature should be trashed. A tasteful joke could brighten anybody's day.

7. Do restrict the use of emoticons to family and close friends. Do not include smiley faces throughout your email. If you’re smiling or laughing, just type it if you wish anyone to know. There's always the telephone.

8. Do not forget you can type more than 140 characters that Twitter allows. Use complete words and proper grammar. Keep the jargon and/or slang, if you will, of virtual communication from business communications.

9. Do use proper etiquette at all times with emailing. Arguing via email is akin to a few cards short of a full deck. It makes no sense and once it’s out in cyberspace, there’s no retracting it. It becomes evidence, got it?

10. Do be a professional and answer emails in a timely fashion. Remember to use a personal email address where appropriate and request family and close friends to use it instead of your business email address.

There are a ton of companies offering web-based email accounts.  Find one you like as I have.

Don't forget to check spam for important messages you are expecting. And use the spam filter feature that is typically provided with a web-based email account. It works!

Here’s to technology! It really rocks! Have any questions, email me.

© 2011 Avis Ward