Tips regarding communication via e-mail
Many contacts with both colleagues and external contacts are handled via e-mail. Here are some tips on how to make it easier for both yourself and the people you are in contact with.
Tips regarding communication via e-mail
- Each email should be carefully considered and the sender should always consider the options for sending an email. Sometimes a phone call, visit or other form of communication can be a better option.
- Be restrictive with mass e-mails to the entire division / department, etc. Consider whether the information is really relevant to everyone or whether it should only be sent to a smaller group.
- E-mails must always have a relevant subject line, which clearly shows what the message is about, as this simplifies the handling for the recipient.
- Be clear about the purpose of your email, what should the recipient do? Please enter for information, for action or for dissemination e.g. in the subject line or at the top of the email to clarify as early as possible the importance of the information and the task of the recipient.
- Always state to whom the information is addressed, e.g. To the department's Heads of Divisions, to all teachers, etc. This is extra important if the email is sent with hidden recipients to avoid unnecessary forwarding and duplication of work.
- When you receive an email that you can not handle relatively quickly, it is a good idea to confirm that you have received the message and state approximately when you will take care of the matter.
- Avoid "management by e-mail", i.e:
- The information should be concise. Longer messages are often considered confusing and the recipient may then miss important information.
- Avoid making personal criticisms in e-mails. Criticism is best expressed in a personal meeting. Keep in mind that e-mails are often over-interpreted, questioning comments and words written in capital letters can perceived as angry etc.
- Be restrictive with forwarding e-mail communications between two individuals to a third party unless all concerned are aware that this is happening.
- Be restrictive in putting people on copy in e-mails. E-mails sent to a recipient as a copy are for information only, never for action.