Tuesday, May 22, 2012

3 - Fundamental Electronic Mails Guidelines Valuable

Professional business man start the business with the business environment today, writing electronic mails, report, and online memos play a crucial role in helping you and your company conduct business and achieve target goals. However, writing in this age of technology is still no easy task.

Many professionals lose valuable resources and even prospective clients simply because the are unable to properly manage and efficiently write e-mails. In fact, studies have shown that professionals waste as much as 67% of their time producing a letter or report. These  delayed message are not just an extra cost for the company, but also give stress to writers.

In addition to the time they spent writing online messages, employees today have to especially take note of the nature of business e-mails. According to another study by the American Management Association, 25% of a professional's working day is spent on e-mails and 75% of employees said they lost time due to e-mail system problems.

Knowing the amount of time spent in writing electronic mails and its quick turn-around time that could be beneficial to the productivity of the organization, employees cannot afford to compose poorly written messages. Such hastily written letters can be the cause of miscommunication between fellow employees and potential clients.

If you are looking into staying away from writing scantily e-mails, here are three vital guidelines to follow :

Take care with your choice of works. Even though computers can evaluate a message's readability and warn you about potential grammatical errors, it is still up to the writer to correct these errors and make sure the ideas written are easy to read and understand. Writers have to remember that computes are not able to detect all errors. And although a more conversational tone when writing a business e-mail is encouraged, sarcasm and humor are highly discouraged because they can easily be misinterpreted.

Reply promptly. One of the most beneficial characteristics of e-mail is its quick response time. Gone are the days when people would have to wait for long periods time just to receive message from their acquaintances or prospective clients. However, take note that electronic message does not create drafts on their own and at the same time, they do not send vital information on their own. Writers still have to type down their messages or replies and send them at the appointed or requested time. In addition, writers should take note to only reply to the appropriate party and not to "all recipients."

Keep paragraphs short. Readers have a tendency to skim or speed read messages especially when it is presented on an electronic platform like a computer or an electronic tablet. To avoid misunderstanding with their intended readers, writers should keep their paragraphs short. Re-read and edit messages prior to sending your messages. only include vital information you would like to extend to your readers. Simple messages that are always polite, precise and straightforward are the best type of messages when sent electronically.

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