E-mail has rapidly become the standard by which business communicates. In many cases, entire business processes can be adequately managed exclusively in e-mail. This new medium, however, imposes a number of significant communication challenges because of its text-based nature. To obtain the most utility from this resource, I've put together a series of best practices for you to use and regularly self-evaluate your use of e-mail to ensure you are using it in an optimally effective manner.

 Sending Email

• Send messages only to relevant people who must be involved in the specific communication. Avoid the temptation to over-distribute.
• Always fill in the SUBJECT: field with a brief description of the message.
• Use the CC: (copy) field to send FYI-only messages to certain recipients; An individual identified in CC (copy) field on an e-mail should not be expected to take action as a result of this message.
• Do not list a recipient in the TO: field unless he/she is expected to act on your message.
• Be brief and on-topic. Long, rambling messages tend to be ignored and deleted. They also stand a greater chance of being misunderstood.
• Minimize the amount of quoted text included in any given message, as this can make for a lengthy read. If the quoted source is available online, consider embedding URLs to keep the message short.
• If the message becomes overly long and complex, edit it into a simpler package, or consider other means of getting your message across. E-mail is not always the optimal communication channel.
• Watch your tone. The written form lacks the subtle nuances of in-person conversation. Avoid humor, sarcasm, and irony unless you are absolutely certain the recipient will understand your meaning.  
• THE USE OF CAPITALS IS THE EMAIL VERSION OF SCREAMING!  To avoid a misunderstanding, don't use your Caps Lock.
• Avoid using e-mail to send large file attachments.
• Keep messages as structurally simple as possible. Avoid using fancy features, as not all recipients’ e-mail software will be able to decipher them.  In many cases complex e-mails with special features will not pass through a company’s firewall.  Simply-structured messages are also much easier to read iin printed form.
• Avoid using the confirm receipt feature unless absolutely necessary. Not all systems support it, and not all recipients appreciate these notifications.
• Remember that email is not instant message or a phone conversation.  If the subject requires an immediate response email may not be the appropriate means of communication.  

This is the first blog in a series.  Be sure to check back next week for more email best practices!