6. Poor Usage -----Original Message----- From : Sent : Monday, January 08, 2001 5:46 PM To : IMS Operations Subject : Information I will be gone all day Tuesday/01-9-01 at an Operations Offsite Staff Meeting. I will be accessible via cell or pager listed below- Thanks Misusing the global distribution list
22. Examples From: XYZ Sent: Monday, January 08, 2001 5:46 PM To: ABC Subject: Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ
23. Examples From: XYZ Sent: Monday, January 08, 2001 5:46 PM To: ABC Subject: Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ
24. Examples From: XYZ Sent: Monday, January 08, 2001 5:46 PM To: ABC Subject: Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail , I would like to mention here that the required action was taken long back and HENCE THERE WAS NO NEED TO ESCALATE THE ISSUE TO A HIGHER LEVEL WITH REFERENCE TO THE BELOW MENTIONED mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ
25. Examples From: XYZ Sent: Monday, January 08, 2001 5:46 PM To: ABC Subject: Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ
A huge amount of time is wasted on email that is not clear. If you want your email to generate action, then be clear and up front about it! If you are asking for action, put the name on To: line, not Cc:
Overloaded – system & recipient Intel’s email network is overloaded – sending un-necessary attachments exacerbates the problem Opening and closing documents adds tedium for the recipient Use text messages every time you can Status Reports, Meeting Minutes, Trip Reports, Simple Proposals Use the Intranet for what it’s for Consider posting something and sending a URL instead of sending a document Stop replies before they start If a reply is not required, end your message with “(Reply Not Necessary)”
Email is not the right communication tool when “quick response” is needed It’s likely you will miss important deadlines Don’t change meeting logistics a few hours before a meeting and send email as the only notification. Don’t request critical ARs that are due in a few hours and expect the recipient to get it done. Send your presentation materials well in advance of a meeting. Use email to convey non-sensitive or non-emotional information. You want to save time, not create situations where more time-consuming explanations will be required. Email can NOT replace the effectiveness of a short, real-time discussion with all the right participants. Ask yourself, will a phone call be more effective?
If an email discussion doesn’t end in 1-2 replies and get the results that are necessary – STOP. Make a phone call or set up a brief meeting to discuss and resolve it. You will get higher quality results much faster. Ask yourself, are you sharing expertise, or just venting. We all need to vent sometimes, but email is probably not the right way to do so. Constructive confrontation or disagreements do NOT get resolved in email Don’t even try!
Rules: No discussions in email. When people start "talking" in email, please stop Carbon Copy your manager if you really need to. If you don't need an action from your manager, make that clear on the subject line. This would make it clear to you and your team on items that need your immediate attention. Do not use UPPER case alphabets unless using it as a title. This gives a negative connotation (looks like you are yelling those words)
Use Follow Up Flags. As you read your email, and determine that you need to take action at a later date and time, “set” a Follow Up Flag for that message and specify the exact date and time to be reminded. Don’t allow the problem to continue If you find you are on a distribution list you don’t need to be on send a note to the originator to be removed. If you get involved in an email discussion that you don’t need to be in ask to be taken off the distribution. If you see someone else practicing bad email etiquette send a friendly note and ask them to correct it.
Don’t open each email as it comes in; instead, process them in batches and follow good techniques: make quick decisions and handle each piece as little as possible. Accessing email twice a day is reasonable! Many people are not very good writers and inadvertently use language that can be misconstrued. Get on the phone and ask for clarification rather than letting things escalate into a real misunderstanding.
IT Policies & Guidelines http://platform.intel.com/messaging/policy/ Additional eMail help http://it.intel.com/email
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