E-mail Etiquettes

The advanced electronic communication media is widely used for exchange of information related to work and business aspects. This communication plays a vital role in exchanging important information which enables open and transparent communication and facilitate the organisation in its business transactions. One of the communication media used extensively in a business organisation is e-mail. In KBL we make use of electronic communication through video conferencing, Skype, OCS , telephone, mobiles and e-mails etc. Though this communication has facilitated easy and smooth flow of business communication with the external stake holders, however, it is also extensively being used as a tool for communication within in-house/within a team, thus avoiding dialogues between individuals /within teams. Although we do advocate use of e-mails, however, we recommend that e mails be used with certain e mail etiquettes. Following e mail etiquettes may be followed: Judge for yourself the importance of the message when deciding whether to send e-mail or talk to someone in person. Anytime you send or receive an e-mail message, remember that a record of it remains. In some states, e-mail messages are now being used as evidence in courts of law. When youre crafting a message, you should consider not only who is going to read it today, but who might read it a year from now. Please do not use Reply all option unless essential. Sometimes a mail is sent to many in case you want to send you views or opinion please select addresses to which you want to send this mail to DO NOT Reply All. Own your e-mail, dont mark unnecessary copies.

- Avoid to mark Bcc, on internal issues, it is against our value of Mutual Trust. - Do not attach heavy files in mass circulations internally, instead use share folder link.

- Restrict sending non business related chain mailers like photos, spam mailers etc. Make sure that your message is concise and to the point. Do not use short spellings as done in SMS [e.g. u pls send de details 4 mtg is not appropriate] Do not write a mail if you are angry even if you have typed the mail think twice and better delete- decide to send it later and possibly you need not send it. Do not attach unnecessary files. Do not over use Hi priority option. Respond to e-mails promptly.

It would be always beneficial to use other modes of communication like cell phone, meeting in person, land- line, VC discussions which will not only facilitate open and transparent communication but will also help in developing human relations at work.

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