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Email Etiquette III
Further
to my previous issues this subject continues - part III.
This
month I'll share on Topic Changes and Read Receipts. Both can give you
some trouble if you're not careful.
Topic
changes
This
applies particularly to discussion groups, but could also take place in
normal everyday exchange of emails between two or more people.
It is common that subject matter in emails change quickly - one person
might send an email with one topic, another replies and it prompts them
to add another topic in that reply and then others start replying to the
changed topic - but forget to change the subject heading - which can be
very confusing for those later joining in the discussion and difficult
to relocate one of the originating messages if filed away electronically
- with the unchanged subject heading. This applies to searching through
archives online also.
When responding to an email take a moment to think about it - are you
changing the topic, should the subject heading be changed and whether
the replied message requires any trimming of the original message before
hitting the 'send' key. This can be particularly important when responding
to business leads or enquiries relating to your business. A general rule
of thumb for email seems to be to keep the number of topics discussed
to a minimum - and start new email messages for new topics.
Auto
Responds and Read Receipts
A supplier, who gives me excellent computer support, had been receiving
a lot of emails over the past few months and she struggled to keep up
with them in her busy workload. So, she decided to set up an auto respond
to emails saying she'll be in touch within 7 days. She also added 'read
receipt' so she knew her message had been read.
Not long after I started getting a lot of emails from this supplier, all
with the same message (autorespond). I'd sent her a few messages some
days before about a computer problem a client was experiencing. After
around 75 of these messages I rang and left a message on her pager. 150
more emails and I rang again. Her business partner rang and said he was
heading back to their office to see what was happening. More emails.
My supplier rang the following morning sounding very sheepish. She hadn't
thought about the consequences of an auto respond linked with a read receipt.
In her defence, she'd been very tired and was working late. Every time
my computer logged another of her responses it sent back a read receipt
and her autoresponder sent another reply to my read receipt, autorespond,
read receipt, autorespond, read receipt, autorespond.......... get the
picture? I had some idea of what might be happening but could not stop
the process. All I could do was block her email address at my end until
she woke up to what was happening.
Just thought you might appreciate what can happen if read receipt, and
auto respond are used together without thinking as to why you would do
that. Of course, if you use them separately you are unlikely to run into
this kind of trouble.Next month I'll touch on using the Blind Carbon
Copy (BCC) field and the use of backgrounds for your emails.
For any assistance relating to the use of email please feel free to contact
our team.
DEVELOP PROFITABLE, LOYAL CUSTOMERS
Are you serious about reducing costs, retaining staff and customers? Are you a Key Manager, Owner or Proprietor, Business Development Professional, Internal Sales and Customer Service Staff, or someone who is planning to start a new business? Customer Loyalty is what it's about and Kerry Larkan is the man to show you how some of Australia's and the world's best companies keep their customers loyal.
If you are interested, phone Kerry on 0411 222 371 or click on the link above. The seminar is being held on the morning of Thursday May 15, at The Buckingham, Nepean Highway, Highett. Bookings can also be placed by emailing my office.
Have a great month and a great year!
Kathie
Award-winning
Secretarial
Support with Virtual Assistants
The
team at “A Clayton’s Secretary” wish you the very best for 2003 in
the way of business success, prosperity, family blessings, peace, joy and
contentment.
Providing global support in many languages
to businesses around the world!
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