1C Effective use of email - continued

Examples of use:

Sending messages seems like a very natural activity; however, not everyone is comfortable with writing or the written word. Nevertheless, e-mail can be an effective communication medium for all types of users. It is important to understand that e-mail can be both an active and a passive medium. Both uses can be extremely effective.

In the examples which follow, e-mail may be used to send ones ideas and thoughts to others, or to listen to the thoughts, ideas and expressions of others. As an active channel, e-mail enables a user to communicate with others; as a passive channel, e-mail enables a user to receive the communications of others and simply "listen in." The following examples may be used both actively and passively:

  • Individual communications: a very common use of e-mail is to communicate with other individuals using email messages. Unlike more formal memos, email messages should be short and to the point; some experts recommend that an email message contain only one topic or subject. One expert goes as far as recommending that no message should be longer than 20 words.
  • Groups discussions: it is also very common for groups of people to communicate with each other using distribution lists. Distribution lists are simply the email addresses of all the people in a particular group. One common type of distribution list is a department only distribution list; others might include work groups for specific projects, groups with common long term interests (such as immigration or health care), networking groups or family members. These groups can be specific to one organization or to many organizations. The only requirement for inclusion in any group is an email account.
  • Brainstorming/trial balloons: there are times when more detailed email messages are appropriate. Brainstorming and testing ideas is one of those, especially in small working groups. Another situation is in preparation of memos, reports or other documents where drafts are common.
  • Sending computer files: Better than using a disk and FEDEX, you can send your colleagues word processing, spreadsheet or any other computer file using the "attachment" feature of Eudora. When sending files, make sure your colleague can read the files you are sending (e.g., are you both using the same word processor or computer type (i.e., PC vs. Mac)).
  • Joining subject-oriented discussion groups, otherwise known as "lists." Lists use e-mail to create an electronic bulletin board. All members of the list receive any message posted to the list. There are lists on a wide variety of topics; for an introduction to lists, please see the Listserv User Guide. Here is a list of lists which may be of specific interest to APAnet members.
  • Broadcasting for information: Using either a distribution list, or sometimes a discussion group list, you can often find assistance for issues which you may face. For example, it is common to use company distribution lists to:
    •

    Seek advice for new projects. EX: Has anyone written a grant for a computer learning lab?

    Identify an existing relationship in the organization. EX: Does anyone know someone at the local school?

    Finding a ride to an event. EX: Is anyone going to the meeting?

    For more information, please consult the following:
    http://www.webfoot.com/advice/estyle.html
    Title: A Beginner's Guide to Effective Email
    Author: Kaitlin Duck Sherwood
    Description: Provides tips on how to communicate via e-mail.
    http://www.primenet.com/~cosmic/main.html
    Title: Internet 101
    Author: Cosmic Connections,
    Description: A useful site that covers the basics of the Internet such as glossary of terms, e-mail, usenet groups, mailing lists, FTP and Archie, Gopher, getting hooked up)


    Internet Exploration
    Email Communications
    1A Eudora Basics
    Settings
    Nicknames
    Signatures
    Mailboxes
    1B Mail Basics
    Check Mail
    Reply, Forward, Save
    Sending Attachments
    Receive Attachments
    Trash
    1C Using email
    Netiquette
    Examples
    Avoid
    1D Resources