Spam!Spam!Spam!
Who wants to see this 4-letter boorish word! Well practically nobody wants to do a digital faux paus.
Most of us have at some point in our lives messed up our mails. Either its a typo, a monologue-like mail or a wrong mail Id that you inserted. Isn't it. Although one can't exactly retrieve back the sent mail once you "did it", it really doesn't leave a very good impression if you are representing a business organization.
Reputations are like sand castles as they say. So what should one do in such a bottleneck situation? How can you avoid being a digital douchebag? What should be the layout of your mails next time? Most important thought-churner is how not to share uneccesary information?
Mistakes that we do maybe small but the consequences can add up to assume a larger dimension. These are some pertinent questions to think about for sure.
Do your spamming; its part of legitimate marketing and promotions after all, but keep in mind this code of etiquette the next time around.
1.
Known Your Gmail updates well
Gmail actually provides an option to retrieve that wrongly sent mail. The next time you go to your Gmail homepage, explore the "Unsend" button. The fact of the matter is that most users are unaware that such a tool exists and may not have activated it. One simply has to go to their Settings and enable the UNDO SEND option. So the next time around you do your SNAFU, just remember there's a secret card still left to play.
2. Forward Step
In case of most business mails, usually sent on a mass scale, end up as Spam. Many of them tend to carry important reminders, alerts about events or meetings. Some mails tend to have the "FWD:" tag in the subject line, that gets categorized as spam too. So be sure to avoid that even when you want to share relevant mails with others on your contact list.
3. Convey Your Expectation Clearly
Its fairly common that many of the mails we receive are so vague sometimes that you don't know how to respond or react. If the mail is a personal one, it can be ignored or kept aside for a late response no doubt. But Business and official ones can't be. And keeping tab of threads is even more of a task.To keep the process clean and avoid mess, you must state your purpose clearly. Tag the mail with a "RR" for response required and "NNTR" for no need to respond. If you want to keep all your associates in the loop at the same time, use the BCC(Blind Carbon Copy) option often. It allows communication with multiple receipients at the same time without them realizing this fact. In short, you create an invisible thread of users.
4. Avoid Monologues
Nobody has the patience nor desire to read your grand plan of actions that run for pages. E-mails are popular specifically for their short and crisp nature. Moreover one can always follow up if things get missed out. The essence of a good mail is "don't write too much, nor too little". The other aspect is, avoid being cliched in your replies to threads. Responses like "Great point", "Awesome", "Cool" may be okay with your friends, but business associates are not your friends per say. A modicum of appropriate formality, how-so-ever distasteful it may be, is what keeps your tracks clean.
Keep these points in mind the next time, for a mess-free mail to all your associates and partners.
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