Information Services – IT Services

 

Email charter

We can help reverse the problems caused by email overload. Be part of the solution.

1. Respect recipients' time

Make your email easy to read: use these plain English tips to save others time AND make your communication more effective.

2. Short is not rude

It's ok to be brief. Don't take brevity personally and know that others won't. Wordy responses take longer to read. People will scan it and are less likely to read it all; key details can be easily missed.

3. Celebrate clarity

  • Subject line: write a short subject line that clearly gives the topic.
  • Opening line: make it the basic reason for writing.

4. Slash CCs

Only CC someone who really needs this message. Don't thoughtlessly 'Reply all': choose individual recipients.

5. Tighten the thread

If you need to include the email trail showing the context, cut what's not relevant. If it's long, summarise or make a phone call instead.

6. Reduce attachments

Don't use images like logos in your signature - they'll be attached and I'll try to open it in case it's something relevant.

7. Should we expect an instant response?

Don't feel you need to give an instant response, and don't expect to get one. Skype or the telephone are your tools if something is urgent.

8. Disconnect sometimes

Can you calendar half-days for email-free working? And you should be having email-free evenings, weekends, holidays. Have an 'auto-response' that makes it clear you're not checking.

9. Reference this charter

Spread the word and help change email culture. Reference this charter in your email footer.

This charter was adapted from emailcharter.org, which is no longer available.

 

 

 

IT Services, University of Kent

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Last Updated: 03/04/2017