Effective Email Communication

1. Saying "Thank you" is Rude?
By Tiffany Dahlberg, Ready2ACT
With the advent of email and the increasing reliance on this technology, human beings
are communicating in person and via phone less often. This disturbing trend not only
impacts our interpersonal relationships, but also our business productivity. Although
email is a useful tool, problems arise when email is used inappropriately. Just as there is
etiquette for face-to-face social situations, there is "netiquette" for communicating
virtually using technology.
Here are some Netiquette tips:
1. Don't say anything that you wouldn't say in person.
2. Be professional and careful what you say about others.
3. Never assume your email messages are private.
4. Keep messages short, simple, to the point, clear and logical.
5. Save your email to read later if you are worried about your tone.
6. Do not "reply all" unless everyone must get your response.
7. Do not reply all with "Thanks" to an entire distribution list.
The last tip is suggesting that email users should not send any replies if the entire
message is only "Thanks" or "Thank you"--especially to an entire distribution list.
Some people are concerned about not saying “Thank you.” You may reply with "Thanks"
believing it's a short, simple way to graciously acknowledge what was sent to you.
However, those who receive such a 'Thank you' actually don't need it; it's just a
distracting irritation that is quickly deleted. In fact, it actually contributes to generating a
large volume of email-especially if someone responds back to your thank-you message!
Further, multiply your 'Thank You' message times five or more per day then factor in all
the other people that do it, and it's easy to see why information irritations like these have
actually been shown to contribute to information overload, a known cause of depression
among those who spend 30 hours or more working on the computer per week (seriously).

2. The best practice is to let electronic message threads die a natural death. However, if you
feel compelled to respond, include an explanation for how the information helped you
rather than just a simple 'Thanks" (e.g., 'Thanks! You saved me an hour of work!').