[i]Email Etiquette for Lotus Notes[/i]

james

没有得膏了，欠了一PG的债，看能不能在这里拿点膏


[M08]

james

Electronic Mail (e-mail) has fast becoming the primary communication tools today both at work or at home. As with any form of communication, misunderstanding is likely to occur especially when the traditional cues in face-to-face communication like body language, voice intonation, etc. is lacking in electronic mail.

This e-mail etiquette provides some guidelines on how to communicate efficiently and effectively using this powerful communication tool. Its objective is to help reduce misunderstanding and other communication challenges that electronic mail brings:

Description

· Target your audience carefully when you broadcast information
Broadcast message only when the message is applicable to all and be selective on your audience. Consider it is necessary to send the message to everyone.
Use bulletin board (electronic or physical) for non-work related announcements e.g. Lost and Found, Birth announcements, Sales of items, Welcome new members, Win a game, etc.

· Consider whom you should respond to
Do not overuse “Reply to All” and reply to the sender only, if possible. In general, do not reply to person in the cc: fields unless you have a particular reason for wanting this person to see your response. Make sure this person knows why they are receiving a copy.

· Do not reply to Spam
Spam is the Internet version of “junk mail” that you received in your letterbox. It is an attempt to deliver a message, over the Internet, to someone who would not otherwise choose to receive it. Some Internet web sites compile all the e-mail addresses that they collected and sell these to spammers.
By replying to Spam or clicking on the unsubscribe link in such Spam, will only confirm that your e-mail address is valid and this will generate more Spam. Therefore, just delete such Spam or use Lotus Notes R5 Mail Rule to delete them automatically.

· Remove attachment when replying
Before you click on the “Send” button, remove the attachment in the e-mail to reduce the size, especially when the e-mail is meant for many recipients.

Please refer to “Do not attach unnecessary files or images”

· Do not forward chain letters
Most chain letters are hoaxes, like virus warning of a new unstoppable virus that wipe up your whole hard disk, e-mails that guarantee “get rich quick”, or e-mails that require you to forward to 10 other recipients. By forwarding hoaxes, you are using valuable resources like bandwidth, storage space, etc. and sometime virus hoaxes contain viruses themselves. Just delete such mails as soon as you received them without opening to avoid executing malicious code (damaging software such as viruses Trojans, etc). This is especially important if you do not recognize the sender.

· Do not attach unnecessary files or images
E-mails with file attachments or images are bigger in size and take longer to open and to reply. This is especially for dial-up connection. Furthermore, it takes up storage space, especially when the message is sent to many recipients and there are many responses to all. Sometime, such e-mails can even slow down or bring down your e-mail system. Whenever possible, please try to compress attachments and only send attachments when they are really necessary. An e-mail that is more than 1.5 MB is considered big.






· Do not send multi-media greeting cards
These will put a heavy strain on our messaging systems, which affect server performance and network traffic. This is especially during festive season like Christmas and New Year. Send a simple text greeting instead.

· Never give your User ID and password to another person
Lotus Notes password is tie with a specific ID file and the password will remain the same even if you change the password on the copy of ID file in your hard disk. This allows the person access to your mailbox and the capability to impose as you.

· Use a meaningful subject title
Try to use a subject that is meaningful or descriptive of the contents of the message, this will allow meaningful scanning of the messages in the inbox and also help in filing and searching in future.

· Do not overuse the high priority option
If you overuse the high priority option, it will lose its function when you really need it. Remember the story of a boy who cried wolf?

· Avoid using URGENT and IMPORTANT
This is similar to the overuse of high priority option; only use this for really urgent or important messages

· Do not write in CAPITALS
If YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail.

· Keep the list of recipients and cc: to a minimum
If every recipient reply to all with history, it can add up very quickly and your mailbox quota will soon be exceeded, this is especially when there is a large attachment in the e-mail.
Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Since it may be confusing as the recipients might not know who is supposed to act on the message.

· Use Lotus Notes address instead of Internet address for internal communication
Select the e-mail address from the various Lotus Notes Address Book when communicating within BASF, this is more efficient than sending internet e-mail and it provide more functionality like rich text formatting, letterhead, mood stamp, table, etc.

· Create a single subject messages and stick to the subject of the message
If you have three separate things to discuss with your intended recipient, create three short messages; it’s better than one. In this way, the reply can be tailored to the specific message and others can be copied on the responses that apply to them without being burdened by the parts that do not.

· Avoid misinterpretation of dates by spelling out the month
Different countries use different date format, e.g. D/M/Y or M/D/Y, etc hence to avoid misinterpretation of dates, spell out the month.
Example: 5/2/2002 5 Feb 2002

· Use proper structure and layout
Reading an e-mail on the screen is harder than reading printed communication, hence do the following to make it easier to read the e-mail:
1. Put your most important statements in the first paragraph
2. Make use of bullets and short paragraphs whenever possible
3. Keep paragraph short, maximum about 15-20 words

· Assume e-mail messages you sent are permanent
The message you sent will be residing in someone’s mailbox, on storage media, printed and filed, forwarded to other recipients, etc. therefore do not write anything that may come back and haunt you.

· Proof read the message and spell check before sending
Proof read the e-mail before sending it out, checking for grammar mistakes. Try to read your e-mail through the eyes of the recipient, this will help you send a more effective message and avoid misunderstandings and inappropriate comments. Since Lotus Notes has the spell check function, why not use it?

· Append contact information when signing off your e-mail
Most e-mail system provides Signature function to append your contact information to all outgoing messages. You can provide your company name, department name, e-mail address, telephone number and fax number, which makes it easier for the recipient to contact you. This option is found under “Tools”, “Preference”, “Signature” tab.

· Ensure the mail is formatted for ease of printing
When you cut and paste objects (e.g. text, table, worksheet, picture, etc.) into a mail, the default margin is affected. When printed, the document may be truncated. To ensure the objects are within the print margin, format the margin such that the content fits into an A4 size Portrait paper. You can use the "Preview" button in the print menu to verify this before sending the mail out.

This is applicable to attached document as well.

· Official information/document should be presented as an attachment (e.g. in MS Word) instead of a mail
Programs such as MS Word, MS PowerPoint, etc. have greater formatting tools to create official documents or present official information. The document presentation, format and layout are maintained whenever the document is being printed.


· If you receive a message intended for another person, forward it to the correct recipient with a short explanation, else inform the sender

· Avoid expressing extreme emotion or opinion in an e-mail
This is referred to as “Flaming”. It can generate ill feelings and is counterproductive.

· Do not reply e-mail when you are emotional
When you are emotional, especially when you are angry, resist the temptation to fire off a response. Go ahead and compose a draft mail but save it without sending it out. Cool down for a few hours and review the draft mail before sending it out. Remember it’s too late to regret what you have written in the e-mail after you have hit the send button. It cannot be retrieved back.

· Delete unwanted message immediately to keep mailbox small
A small mailbox has many benefits. Your mailbox open faster, replication time is shorter which translate into saving in connection cost and the mailbox is less likely to be corrupted, which translate to higher productivity since it takes time to revive a corrupted mailbox.

· Always reply e-mail within a specific time frame
Try to reply all e-mails within two days, preferably on the same working day. A short reply is better than no reply at all.

· Enable your out-of-office agent when on leave or on business trips
Whenever you are out of office, enable the out-of-office agent to notify sender about your absence and provide your backup contact information in the message.

淘淘吧

[M11] [M11]

james

是不是要有中文才有可能有石头呢？ [M08]

james

Tks Ms Survivor

james

其实这个还是蛮有用的。。

james

自己收藏一下。