Reading E-mail starts to feel like a forced march through a shadeless landscape. [An] explanation for this phenomenon is that people’s expectations for what to do with the mail changes: when they get a little, they treat it as personal correspondence and consider each message and its reply carefully. When they get a lot, most messages immediately are fated for the Delete key. Users are constantly behind on upgrading their behavior on this curve of information neglect, so they constantly feel stressed” (p.88).
1. Establish e-mail response time expectations: Do not expect e-mails you send to be responded to immediately. Do expect e-mails to be responded to within 24 hours.
2.Always be polite: Do not use CAPITAL letters. It is like shouting at other team members. Do not use a caustic or sarcastic tone. Do not complain about team members or the team’s work. If you have a complaint, call the person. Do say thank you at the end of each e-mail. Do use a greeting at the start of the message that acknowledges the person’s name.
3. Never use a blind carbon-copy (CC): A successful team must be transparent. If you have a concern or need to CC someone, then make sure everyone in the e-mail knows who has been informed on the issue. Do CC only those people that really need to know.
4.Keep e-mails short: Do not send long e-mails concerning multiple issues. Do send e-mails that are crisp and to the point. Do be clear about the purpose of the e-mail. Is it FYI and needs no response, or does it need input and decision-making action from the recipient? And, is it really necessary to send?
5.Seek permission to forward an e-mail: Do not forward an e-mail you have received without permission to do so from the sender. The sender may have written you a private message that he or she was not intending for others to see. Do be sensitive to the length of e-mail you choose to forward to others.