THE
INBOX Delivering the latest news to Henry County employees
March ‘16 Published by Henry County Communications Department & Henry County Board of Commissioners Editors Melissa Robinson Samantha Watson Graphic Designer Samantha Watson Contributors Meredith Butler Melissa Robinson Samantha Watson Kevin Williams Chyah Williams-Thompson
Please contribute to the monthly employee newsletter! Email Communications Specialist, Samantha Watson at swatson@co.henry.ga.us. Contributions can include: original artwork, comics, pictures, announcements, classifieds or columns.
Email Etiquette For many of us, email is often the lifeblood of our communication at work. Email is usually the first thing we check when we log in to our computers and the last thing we look at when we leave for the day. Here are a few dos and don’ts for writing effective workplace emails: Don’t skimp on the salutation. It might seem like a little thing, but personalize it whenever possible (e.g. Hey Sally; Greetings Mrs. President…) Do put your best foot forward. When meeting in person, most of us strive to give a great first impression—the same should be done in written communication. For example, you’re waiting on Mary Kate in the Widget Department to give you a report you need: Good afternoon Mary Kate, Just checking on a timeline for that report on widget wonders. Please let me know when I can expect to have it. Thank you, Alice. Do write a powerful subject line that will get noticed and not be deleted. The word “important” in a subject line simply isn’t enough. Don’t write a thesis, instead,
with Melissa Robinson
get right to the point and try to keep the message short and succinct. Do make a note of any attachments in the e-mail: Hello Dilbert, please see the attached report on water tables. Do ensure that both spelling and punctuation are accurate. Use spell check, and double check yourself, because spell check doesn’t catch incorrect usage. Don’t use cutesy fonts or stationary. Comic sans might seem funny, but if your email is difficult to read, you have defeated the purpose of communicating your message. Do be mindful of tone. Speaking is one thing, but in writing, nuances are lost and humor can be misconstrued as snark, anger or sarcasm. Do remember who might be reading your emails. Make sure that the message you are sending is the one you would want anyone to be able to read. Do include a signature line with your full name, title, organization and contact information.