Comments on: Send: Make sure you're as nice in email as you are in person http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/ Advice at the intersection of work and life Thu, 18 Mar 2010 20:16:01 -0600 http://wordpress.org/?v=abc hourly 1 By: 7 steps to becoming an e-mail pro http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-184507 7 steps to becoming an e-mail pro Thu, 23 Apr 2009 12:05:19 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-184507 [...] Brazen Careerist: Make sure you’re as nice in e-mail as you are in person [...] [...] Brazen Careerist: Make sure you’re as nice in e-mail as you are in person [...]

]]> By: 7 steps to becoming an e-mail pro « Lawyer’s Right Hand http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-128000 7 steps to becoming an e-mail pro « Lawyer’s Right Hand Fri, 21 Dec 2007 12:06:18 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-128000 [...] Brazen Careerist: Make sure you’re as nice in e-mail as you are in person [...] [...] Brazen Careerist: Make sure you're as nice in e-mail as you are in person [...]

]]> By: Will Schwalbe http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-70489 Will Schwalbe Sun, 13 May 2007 09:15:59 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-70489 Very interesting point on the "cc" -- many people complain about the volume of emails they get, but don't realize the extent they contribute to email overload. When you add up all the time that is wasted by people's over-cc'ing, it's really staggering. And the "bcc" caution is always a good one. The discussion around point five -- consistency -- makes me think that this is one of those areas where each of us needs to be more careful -- but, also, where each of us needs to cut others more slack. That is, it's good to be sensitive to our outgoing, but a bit more thick-skinned on the incoming. A really good reminder on the outgoing, Kerry, and incoming, Brian. And that's very strong advice, Scott, fleshing out the idea of being specific. People love to focus on email "disasters" but most of the problems with email, I think, come from people just not being clear about what they want and when they want it. Very interesting point on the "cc" — many people complain about the volume of emails they get, but don't realize the extent they contribute to email overload. When you add up all the time that is wasted by people's over-cc'ing, it's really staggering. And the "bcc" caution is always a good one.

The discussion around point five — consistency — makes me think that this is one of those areas where each of us needs to be more careful — but, also, where each of us needs to cut others more slack. That is, it's good to be sensitive to our outgoing, but a bit more thick-skinned on the incoming. A really good reminder on the outgoing, Kerry, and incoming, Brian.

And that's very strong advice, Scott, fleshing out the idea of being specific. People love to focus on email "disasters" but most of the problems with email, I think, come from people just not being clear about what they want and when they want it.

]]> By: Kerry Dexter http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-69740 Kerry Dexter Fri, 11 May 2007 18:54:52 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-69740 Point number 5 especially is equally important for independent professionals to consider, on both sides of the sending and receiving equation. Point number 5 especially is equally important for independent professionals to consider, on both sides of the sending and receiving equation.

]]> By: Scot Herrick http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-69721 Scot Herrick Fri, 11 May 2007 18:00:44 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-69721 Since a tremendous amount of delegation and task assignment is done via e-mail, I would add something more than just "being specific." That is, right at the top of the e-mail, place your task assignment, what the successful outcome of the task looks like, due date, with the person assigned to complete the task. One of the most difficult things for a knowledge worker is figuring out if there is something THEY need to do based upon receiving the e-mail. This is completely understandable when one receives many e-mails a day and half of them have ten other e-mails buried underneath the top one. Then, once they figure out there is something that needs to be done, they have to figure out what the successful outcome is of what they are doing and when it would need to be completed. Let's do that up front and leave the rest of the e-mail as "context" filler for what the actual task is that needs to be done. Much better than leaving someone to figure out what to do with a top line from a manager saying "fix this!" and having nothing but 100 people copied and 40 e-mail messages below it to try and determine what to fix. And we all know that happens, right? Since a tremendous amount of delegation and task assignment is done via e-mail, I would add something more than just "being specific."

That is, right at the top of the e-mail, place your task assignment, what the successful outcome of the task looks like, due date, with the person assigned to complete the task.

One of the most difficult things for a knowledge worker is figuring out if there is something THEY need to do based upon receiving the e-mail. This is completely understandable when one receives many e-mails a day and half of them have ten other e-mails buried underneath the top one.

Then, once they figure out there is something that needs to be done, they have to figure out what the successful outcome is of what they are doing and when it would need to be completed.

Let's do that up front and leave the rest of the e-mail as "context" filler for what the actual task is that needs to be done.

Much better than leaving someone to figure out what to do with a top line from a manager saying "fix this!" and having nothing but 100 people copied and 40 e-mail messages below it to try and determine what to fix.

And we all know that happens, right?

]]> By: Duane http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-69687 Duane Fri, 11 May 2007 16:20:34 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-69687 Go especially easy on the "bcc" (blind cc). It'll get you in trouble more often than not. You're basically saying "I want to hide the fact that B has seen what I said to A", and it's the rough equivalent of denying that people are in the room while you're on speaker phone. I had that happen once where I was sent something by my boss, then replied to all with my input, and then I got a chat message from him saying "I bcc'd you on that, so don't reply." Too late! Duane http://commutesmarter.blogspot.com Go especially easy on the "bcc" (blind cc). It'll get you in trouble more often than not. You're basically saying "I want to hide the fact that B has seen what I said to A", and it's the rough equivalent of denying that people are in the room while you're on speaker phone.

I had that happen once where I was sent something by my boss, then replied to all with my input, and then I got a chat message from him saying "I bcc'd you on that, so don't reply." Too late!

Duane
http://commutesmarter.blogspot.com

]]> By: Brian Johnson http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-69675 Brian Johnson Fri, 11 May 2007 15:25:57 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-69675 On the flip side of point #5, as a manager I've found that it's important to remember that often times your employees may NOT be taking this into consideration, or they simply may not be strong writers. Before I read too much into an email from an employee with an unexpected tone, I'll first consider the general strength of their usual writing skills. Then If I still suspect something is amiss, I'll follow-up with a phone call rather than email to get the non-verbal pieces of the puzzle. I've learned the hard way not to jump to conclusions about notes from my employees whose writing skills may not be why they were hired for their position. On the flip side of point #5, as a manager I've found that it's important to remember that often times your employees may NOT be taking this into consideration, or they simply may not be strong writers. Before I read too much into an email from an employee with an unexpected tone, I'll first consider the general strength of their usual writing skills. Then If I still suspect something is amiss, I'll follow-up with a phone call rather than email to get the non-verbal pieces of the puzzle. I've learned the hard way not to jump to conclusions about notes from my employees whose writing skills may not be why they were hired for their position.

]]> By: Greg http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/comment-page-1/#comment-69658 Greg Fri, 11 May 2007 15:04:11 +0000 http://blog.penelopetrunk.com/2007/05/11/send-make-sure-youre-as-nice-in-email-as-you-are-in-person/#comment-69658 One more: Go easy on the CCs, especially if there is a potential problem or negative. I work in IT, and occasionally I will get “Explain this unresolved issue!” email from a site manager or low-level executive, CC’d to my entire chain (CIO down) and their entire chain (Division President down), usually 6 or more executives. In most cases there is either an acceptable explanation or I can resolve it quickly. But then I spend two hours calling, dropping in on, and emailing everyone that the event was a non-crisis. (the one plus is I get to tell my side of the story, which end with “Gosh, if they just emailed or called me direct, I would not have needed to waste you’re your time…) One more:
Go easy on the CCs, especially if there is a potential problem or negative.

I work in IT, and occasionally I will get “Explain this unresolved issue!” email from a site manager or low-level executive, CC’d to my entire chain (CIO down) and their entire chain (Division President down), usually 6 or more executives. In most cases there is either an acceptable explanation or I can resolve it quickly. But then I spend two hours calling, dropping in on, and emailing everyone that the event was a non-crisis. (the one plus is I get to tell my side of the story, which end with “Gosh, if they just emailed or called me direct, I would not have needed to waste you’re your time…)

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