Here are some wise guidelines that Verizon Wireless has used to promote effective, efficient and responsible e-mail use within its company.
You can find these guidelines in the book, Managers, Can You Hear Me Now?, written by Denny F. Strigl, former CEO and President of Verizon Wireless.
Strigl stresses that e-mail should bring closure to work, not create more work.
- Before you write an e-mail, ask yourself if calling or visiting the recipient will bring better communication.
- Keep e-mails short. Make your point in just the subject line or the space in the preview pane.
- Don't assume other people are staring at their screens, waiting for your e-mail.
- If just one person needs information or clarification, don't send your e-mail to a group.
- Never send e-mail when you're angry.
- Assume anything you put in writing will be leaked to the press or to your competitors.
- Stay accountable. Sending an e-mail doesn't transfer responsibility.
- E-mail is never an acceptable excuse for not getting something done. If you need a reply to an e-mail before you can do your job, get the information another way.
- Don't spend more than five minutes dealing with an e-mail. When you go over this limit, stop and make a phone call.
- Don't judge how much you've accomplished by how many e-mails you've sent.
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