Preparing a Training Plan
- Your own email address says a lot about you. If you are in nonprofit work, your name should definitely be associated with your organization (e.g. bfreeman@hospice.org). Not only does this build credibility, it also functions as a filtering device for many. If readers don't recognize the email sender or feel that the organization isn't legitimate they may never read your message.
- Avoid using all capital letters. Online, that's considered yelling. It's also harder to read. You don't want to antagonize anyone by writing something perceived as offensive, especially when you can easily avoid it.
- Use both upper and lower case letters. Some folks go to the other extreme and use only small letters. They usually say that it's easier to type that way. It may be easier, but is not standardized English. Readers often perceive these messages as childlike.
- Follow the basic grammar rules. You can even find online help from online services.
- Spelling counts, too. Many email-writing systems, such as the one from AOL, have built in spell checkers. Use them. But remember they won't catch words that are correct but misused. Always carefully reread your text.
- Be brief. On the Internet, less is always more.
- Follow up on important messages. Call or write another message to make sure that an important message gets through. Although email is probably more reliable than snail mail, mistakes still happen. There is no guarantee that your message made it to the intended person.
- When responding to a previous message include the pertinent parts of the previous message so that the person who you are responding to knows what you're talking about. It's not fun to receive a message a week later, saying something like, "I agree with you." The reader probably won't remember what was said in the first place.
- Smileys are nice but don't use them. Smileys, those appealing little icons that people use like :-) to show emotion, are cute but not understood by everyone. Unless you're sure that the reader knows what they mean avoid them.
- When you write a message, start with the person's name or use the customary salutation, Dear John. You may be sending email to an account that is read by more than one person. Always specify to whom the message is being sent.
- Use a signature. In addition to your name you can supply a link to your Web site and add a brief mention of your organization or service.
- Although you can use HTML to send fancy looking messages, you never know how they will look at the other end. The best way to send email is by using plain text. It doesn't look as good, but everyone can read it. If you make each line no more than about 60 characters, it will also look neat.
- Remember to send the message. Sometimes we start something and put it off. Don't forget to actually click on "send".
- Respond to email quickly. When folks send you something, they usually expect an answer the same day.
Email is the fastest and cheapest method of sending written messages. You owe it to yourself to master this great communications tool.
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