The following is an excerpt from my book, Netiquette IQ . How many times do you type the same or similar content? Also how many times do we copy an email from one person or another and later discover we should not have included something.
We all want to reduce our time spent with emails but we also want to preserve their quality and personalization as well. So here is what I hope you will agree, is a snippet of sage advice.
Good Netiquette to All!
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Keeping Email Templates
As is well known, more and more
emails are being written and delivered by the day. Since the limits of
Netiquette can often be strained from an individual’s or company’s policy,
there are some actions to assist with catching up with email or avoiding mail-box
backlog. One such method is to compose a series of templates. One example would
be similar to an “out of office” automatic reply for business; another would be informal.
In essence, this process enables a user to have some time
to catch up to their accumulated messages and giving the original sender due
consideration.
Bad out-of-office example:
I’m out of the office
and on vacation.
For urgent issues, please
contact Jerry at support@trs.net or 888-123-4567. I’ll address all other inquires when I
return.
Good out-of-office example:
Thank you for your message. I am
currently out of the office with limited access to email. I will be returning
on Friday, April[JL1] 15. If you need assistance before then, you may reach
me at 555-123-4567. For urgent issues, please contact Ralph at support@trs.net
or 888-123-4567.
Thank you,
Gilbert Smith
Some
ideas for a template might be sales, peak season periods, e.g., April 15, or
after major events. Some other popular reply templates might include the following:
1)
Information
request
2)
Status
request
3) Employment
request
4)
Directions
or logistics
5)
Long term
appointment or meeting
6) Multiple
part questions
7)
Seasonal
request
8)
Confirmation
of goods or services received
9) Referral
to or for someone
10)
Membership
or subscription information
11)
Request for
quotation (RFQ)
As
much as personalized templates can assist with replying to emails and maintain
a good Netiquette flow, they should never be considered as a preferred form of
communication with more-important recipients.
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In addition to this blog, Netiquette IQ has a website with great assets which are being added to on a regular basis. I have authored the premiere book on Netiquette, “Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". My new book, “You’re Hired! Super Charge Your Email Skills in 60 Minutes. . . And Get That Job!” has just been published and will be followed by a trilogy of books on Netiquette for young people. You can view my profile, reviews of the book and content excerpts at:
www.amazon.com/author/paulbabicki
Anyone who would like to review the book and have it posted on my blog or website, please contact me paul@netiquetteiq.com.
In addition to this blog, I maintain a radio show on BlogtalkRadio and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and Yahoo. I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ and PSG of Mercer County, NJ.
Additionally, I am the president of Tabula Rosa Systems,
a “best of breed” reseller of products for communications, email,
network management software, security products and professional
services. Also, I am the president of Netiquette IQ. We are currently developing an email IQ rating system, Netiquette IQ, which promotes the fundamentals outlined in my book.
Over the past twenty-five years, I have enjoyed a dynamic and successful career and have attained an extensive background in IT and electronic communications by selling and marketing within the information technology marketplace.
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