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Managing Electronic Mail; Understand, Organize, and Communicate Beth Jane Toren Web Services and Reference Librarian WVU Libraries
Average Per Day 10 or less42%51% %25% %17% Over 5011%7%
Effective Management Best uses Privacy Netiquette Organizing Efficiency
Goals Increase productivity Not be bothered Not bother others
What is good for? Short and sweet messages Reaching a large audience
What about privacy? Don’t put anything on that you would not post on your door / send on a postcard Don’t think that because you delete it that it no longer exists
Netiquette: What to Avoid Reacting emotionally Responding inappropriately Individual vs. list Always check “to” line
What to Avoid Yes, I agree Light discussion Sarcasm
What to Do TIA Remind people to respond to you rather than the list If you do not send any objections… Answer promptly
What to Do Shorten long threads Use the subject line: Q A Urgent Emoticons ;-)
Tips: Timing Not too hasty unless urgent Not marked urgent or priority Receipt function if needed
Timing Hasty is dangerous Passionate Forceful Hostile
Timing Draft response Cool off an hour or a day Get coffee, run spell checker
Organizing Filing system Subject Person Category Action Read later List name Filters
Filing Systems To do list, action, today Send yourself Friends Projects
Efficiency Address books Groups Individuals
Efficiency Filters Automatic delete Send to a folder
Efficiency Check only twice a day Clean out weekly Save off-line
Efficiency Signatures Contact information On/Off
Efficiency Groups and lists Each member of the group monitors one list and sends relevant items to the attention of the group Digests
Tips: Subject Useful subject line Meaningful to sender and recipient Example: Meeting Better: Team meeting 4/11/01
Tips: Length Brief message Especially important ones People higher up receive a lot Message and header on one screen
Tips: Size Ask before sending large attachments > 100KB Place it on a server for downloading Varies with environment
Hoaxes, Rumors, Urban Legends Chain letters Computer viruses Charity Laws WVU Policy
WVU OIT Electronic Mail Policy Mail Violations Chain letters - It is a violation of this policy to send or forward chain letters.
Hoaxes, Rumors, Urban Legends Hoax False, deliberately deceptive information Rumor Anecdotal claims – true, false, or in between Urban Legend Popularly believed narrative, typically false
Hoax, Rumor, or Urban Legend? Bananas spread flesh-eating disease Hoax
Hoax, Rumor, or Urban Legend? Snakes kill child in Burger King ball pit Urban Legend
Hoax, Rumor, or Urban Legend? Cell phones cause gas station explosions Rumor
Tips: Environment & Content Single font Multiple fonts, colors, clip art Mixed case Emoticons ;-)
Tips: Responding/Replying Multiple fonts, colors, CASE Long – paste pertinent part Edit long threads Evolving convention >>>You wrote <<:
Responding/Replying Quoting What you are replying to One sentence or a few words Enough to recognize the topic Individual vs. List Who you are replying to
Responding/Replying Quote & response What you are replying to Delete Off-topic Content you are not replying to Reformatting
Responding/Replying Thank you You’re welcome NRN – No reply needed TIA – Thanks in advance
Tips: Forwarding Sending on to other recipients One or many Add your comments Use discretion
Forwarding Fwd: Subject Introduction ---begin forwarded message end forwarded message ---
Forwarding Forwards Delete useless header info Keep sender, subject, date Forward only what is interesting Avoid changing context Copy to clipboard Delete what has piled up Paste into message
Content buried in junk & context is lost
Tips: Signatures Brief Interesting but unobtrusive Not > 5 lines high Nor > 80 characters wide
Note to self: Improve sig file
Better sig file
Eliminate Clutter Clean out weekly Handle once Fight SPAM
We speak across time and space.... May the new power promote peace between all
Etiquette A re you -happy; that is, do you send too much? Did you send an that was misunderstood? Did the message you thought you sent.
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