We live in an "e" society. We are immersed in an "e" culture. E-mail, the Internet, the World Wide Web, e-commerce, online banking, and so on are all here to stay. Any business that aims to be world class and compete at any level must embrace and leverage technology and the tools of knowledge enthusiastically.

Communication and knowledge are the core of our work. To survive and succeed we all need to learn how to effectively use and manage technology, including e-mail. Simply put, it’s part of our job. Technology is not just for geeks anymore!

The evils of e-mail are frequently cited. Too often, many who write e-mail become sloppy. They make numerous typos and fail to come to a point in their message. E-mail is viewed as more casual than other forms of correspondence, yet it is still written and still a letter.

When not clear initially, a series of e-mail exchanges can be necessary to get at the point. And sometimes e-mail is used when a face-to-face meeting or phone call might be more appropriate.

And, of course, SPAM (unsolicited junk e-mail) annoys everyone, along with mass e-mails sent inappropriately using lists that include recipients who don’t need the message. And, finally, not everyone has access to e-mail and so may miss out on important communication.

While there are drawbacks to e-mail as there are with any form of communication, there are also many advantages. Speed and convenience are two of the biggest. We can send an e-mail to someone thousands of miles away and get a response in only seconds.

The cost of e-mail is usually far cheaper than postal mail or phone calls. When used thoughtfully, e-mail offers the ability to lay out several points clearly and succinctly.

E-mail can be sent or responded to any time of the day, at the convenience of the person sending or responding. It also allows the rapid sharing of critical and timely information to multiple recipients simultaneously. In many ways, e-mail can add great flexibility when we are managing our time.

These are just a few of the benefits of e-mail. Can you think of others?

Despite the advantages, many still complain about having to deal with e-mail. Some also complain about too many voice mails, too many faxes, too many people stopping in their office, too many things to read, too many letters to open, and on and on. The fact is these are all normal parts of any business day. These are elements of our jobs we need to learn how to manage. They are not going to go away.

These are also all forms of communication. Communication is not an interruption to our work, it very much is our work. Learning how to use the tools of technology more effectively and managing our time more efficiently will help bring some order to the chaos, as well as improve the quality of our communication.

When you send an e-mail, how careful are you in writing the message? Did you take the time to make your point clear in the fewest possible words? Will the recipient(s) know what they are supposed to do? If they need to respond, did you say so and by when?

Were you careful to address the e-mail only to those who need to receive your message? Did you keep your message short and to the point? Are attachments formatted properly so that all of your recipients will be able to open them?

Tips for better e-living

Below are several tips on how to improve your e-mail skills, as well as some additional resources you can turn to for more help. The bottom line is that e-mail is a fixture in business. You may not ever love it, but you probably should learn how to use and manage e-mail efficiently.

• Always fill in the subject line. Keep it brief, but descriptive.
• Begin with a salutation specifying the intended recipient (i.e., Dear John, Dear Managers, etc.)
• In the first sentence, state the purpose of the e-mail.
• If a specific action is required, state what that action is and what the deadline is.
• Be sure to include appropriate contact information (i.e. your voice phone number, fax number, e-mail, etc.) so recipients can reach you for clarification if necessary.
• Sign off with your full name (i.e. Jane Doe) unless you’re certain all of your recipients know who you are.
• Include your title and/or location after your name.
• Be brief in e-mail. Create long documents in Word and attach them.

• Check your e-mail at least 1-3 times daily, or more frequently. The advantage to e-mail is speed.
• Plan time into each day to deal with your e-mails, voice mails, and other messages.
• Scan every e-mail you receive.
• Only respond to those that really need a response.
• When responding, make sure you’re responding with the information requested.
• Respond as promptly as possible, but at least within three days after receipt of the e-mail.
• Create folders to organize e-mails you save.
• If you receive business e-mail not intended for you, notify the sender of the mistake and delete the e-mail.
• If you receive personal e-mail not intended for you, ignore it and delete it.

• Never forward or circulate chain letters, SPAM, and other annoying texts.
• When using e-mail address lists, be sure the list you select is appropriate.
• Avoid SHOUTING; typing in ALL CAPITAL letters is considered shouting., and it’s hard to read.
• Leave a blank line between paragraphs, but do not indent the first line.
• Always check your spelling and grammar.
• Re-read your message at least once before sending.
• The more important your subject, the more times you need to re-read.
• Use the OPTIONS button to set the priority, sensitivity, and to request a receipt.

Tips on E-mail Netiquette
• http://www.imaginarylandscape.com/helpweb/mail/polite.html

Florida Atlantic University Netiquette Tips
• http://www.fau.edu/irm/about/netiquette.php

A Beginner’s Guide To Effective E-mail
• http://www.webfoot.com/advice/email.top.html

Internet User Guidelines and Etiquette
• http://www.investintech.com/content/internetetiquette/