EMAIL PROTOCOL

1.Address only the person whom you desire to respond. If you address more than one, they either assume the others will answer or you will get multiple answers - all of which wastes time.

2. Copy only those needing to know. Copy your boss anytime he could catch flak over what you send. If you're worried about what you are getting ready to send, that's a good indication he should be copied.

3. When forwarding or replying, delete unnecessary headers, text and attachments. Save your reader time and reduce server demand. You may wish to leave the last email to reference your reply.

4. Detail the action you need in the first sentence. Your request will be highlighted on Auto Preview. Don’t ramble, leading up to a conclusion.

5. Make a decision upon opening a message to respond, file or delete. Minimize (not close) messages that you intend to respond to later the same day.

6. Don’t use Auto Signatures on internal company e-mails unless the recipient doesn't know you. These can take up

server space, are sometimes long, gimmicky and occasionally annoying. Don't use a bitmap (like a company logo) in your Auto Signature. These take up too much server space.

7. Try to make a single page e-mail. If you have to scroll, it is too long. Put excess data in an attachment.

8. Maintain your Inbox to one visible screen. See 5. above. This action reduces your time required to scroll and see what you need to answer.

9. Embed small images or tables into the body of a single page e-mail. The reader should not have to open a small attachment if you can copy and paste it. See 7. However, be aware that if you copy and paste a section from Excel, you bring the entire Excel file (which the reader may then open). Use the "Paste Special" function to paste as a bitmap if the rest of the other file is not desired to be included.

10. Use “Confidential” or “Important” labels sparingly. If everything you send is marked Important, you will soon be ignored - depending upon who you are of course.

11. Choose the “Subject” carefully and make it pointed. This is the second entry seen on the Inbox screen. Call for action in the subject if appropriate. If your message is a one-liner, follow the subject line with <EOM> (End of Message) so the reader knows that is all there is.

12. Proof your message. I have seen “do” instead of “do not”, misspelled words, incorrect addressee and obvious goofs that a quick scan would catch. Open the file you have attached to be sure that is what you meant to send. Make sure Spell Check is turned on in your Options. It may not make you smarter but it will keep you from looking dumber.

13. Word e-mail carefully. Never use inflammatory, sarcastic or libelous language. Never write anything that might be used against you or the company in a lawsuit - think of everything you write as being viewed by a jury someday. Never even hint about illegal things like price fixing, collusion with a competitor, or "copying" a competitor’s design. Be careful with colloquial expressions in international communications. Be VERY careful with jokes and sarcasm. Avoid ALL CAPS – that is shouting!

14. Use Hyperlinks wherever possible when referencing an Internet site. This action will save your
reader time from copying and pasting a URL. Insert hyperlinks from the Insert menu.