“The death of email
has been greatly exaggerated.” No truer words have been spoken. In fact, Radicati
Group, a technology marketing-research firm, predicts the total number of email
accounts across the world is expected to increase from nearly 3.9 billion
in 2013 to more than 4.9 billion by the end of 2017.
The number
of email newsletters alone being sent alone is staggering. MailChimp, one
of several companies that send and track email newsletters,
issues billions of
email newsletters a month on behalf of its customers. Many news and
content sites, like this one, offer newsletters. Even content sites aimed at a
teen audience offer email newsletters. Newsletters
provide consumers news and discounts.
Since email
only continues to grow as an important communication tool, how you present
yourself professionally and personally through your email communications is
worth a review. One of the least thought about email types is the auto-reply.
The auto-reply email speaks volumes about someone's personal and business
brand.
Auto-reply
emails can take many forms: The out-of-office message is one that people use to
let friends and colleagues know they are not checking email while on
vacation or extended business travel. Companies use auto-replies to confirm
online orders or acknowledge customer-support inquiries. For the most
part, the following tips can apply to either type and really any
email you send:
Using the auto-reply to express your brand.
Creating an
out-of-office message is usually the last thing someone does before turning off
the lights for a few days of well-deserved rest and recuperation. “I’m
out of the office from 7/8/14 returning on 8/9/14. Contact my manager, John
Smythe at john@mycompany.com for
immediate assistance. I will respond to your email when I return” is the
typical missive tapped on a keyboard before someone dashes out the door.
You can do
better than that. While you want to convey that you are out of the office
and not checking or responding to emails, that standard message doesn’t set you
apart. Whether your personal
brand has characteristics such as humor or creativity, you
have an opportunity to impart a bit of your distinctive value to email
recipients by adding a sentence. Here are some examples:
“While I am
away, you might want to peek at my latest blog article on (fascinating
topic and link here). I look forward to your thoughts the next time we talk.”
“These few days
away will give me the opportunity to brush up on my reading. I’m going to enjoy
digging into Stephen King’s latest book. If you've already read it, please
don't send any spoilers.”
Not only is
your message short and memorable, it also provides a little about you to
recipients to remind them of your value and why they do business or share a
friendly connection with you. And with a little adjustment, you can add
personal notations like these to order confirmations and support
acknowledgements. For example, try this:
“Thank you for
your order. We’ve summarized it below and are now rushing to get it to
you. Our support team is known for excellent customer care so your order
is in good hands. It was recently featured in our local newspaper. Here’s a
link to the story.”
Keeping it professional.
Whether you opt
to add a personal branding touch, keep in mind a few basic dos and don’ts for
your auto-replies:
Don’t forget to
proofread. Typos, broken links and a poor layout say you hastily sent an
auto-reply without any thought for the recipient.
Don’t take
shortcuts on the date's format. In the example above, a recipient might
interpret it as July 8 to August 9. Europeans may view it as August 7 to
September 8.
Consider
writing a subject line that invites the recipient to open the message.
Be sure to use
noncommittal terms about when you can respond. Unless you plan on responding to
every email on the day you return, say you’ll respond after you return instead
of when you return. Likewise, the person handling matters in your absence will
appreciate not being on the hook for "immediate assistance" instead
of just "assistance."
Don’t include
your standard signature block of contact information with a mobile number
or office number. Your sign-off should include only your name unless you
want your voice mail box filled up or your vacation interrupted by calls on
your cellphone.
Set up filters
and folders to filter out email of less importance. Any gains from a
peaceful retreat evaporate when someone returns to a stuffed inbox and the fear
of missing an important assignment or message. Instead, create filters so that
emails from important people (perhaps a manager, top customers and family) are
the ones in your inbox. All other email can be filtered into folders that you
can check after you have caught up on important matters.
Use modern
mobile email applications that enable you to adjust notifications. If you
must be available to an important customer or family member, create a filter so
you receive a notification from only that person.
Make sure your
auto-reply program is optimized for mobile viewing. A recent study
indicates that 72 percent of U.S. Internet users check email on their mobile
devices.
Don’t forget to
turn off the out-of-office message upon your return if your email service
doesn’t let you to set an end date. I find leaving a Post-it note on my
computer screen before I head out the door is a helpful reminder for when I
return. It also lets those who stop by your desk know you are out.
October 6, 2014
“The death of email has been greatly
exaggerated.” No truer words have been spoken. In fact, Radicati Group, a technology marketing-research firm, predicts
the total number of email accounts across the world is expected to
increase from nearly 3.9 billion in 2013 to more than 4.9 billion by the
end of 2017.
The number
of email newsletters alone being sent alone is staggering. MailChimp, one
of several companies that send and track email newsletters,
issues billions of
email newsletters a month on behalf of its customers. Many news and
content sites, like this one, offer newsletters. Even content
sites aimed at a teen audience offer email newsletters. Newsletters
provide consumers news and discounts.
Since email
only continues to grow as an important communication tool, how you present
yourself professionally and personally through your email communications is
worth a review. One of the least thought about email types is the auto-reply.
The auto-reply email speaks volumes about someone's personal and business
brand.
Auto-reply
emails can take many forms: The out-of-office message is one that people use to
let friends and colleagues know they are not checking email while on
vacation or extended business travel. Companies use auto-replies to confirm
online orders or acknowledge customer-support inquiries. For the most
part, the following tips can apply to either type and really any
email you send:
Using the auto-reply to express your brand.
Creating an
out-of-office message is usually the last thing someone does before turning off
the lights for a few days of well-deserved rest and recuperation. “I’m
out of the office from 7/8/14 returning on 8/9/14. Contact my manager, John
Smythe at john@mycompany.com for
immediate assistance. I will respond to your email when I return” is the
typical missive tapped on a keyboard before someone dashes out the door.
You can do
better than that. While you want to convey that you are out of the office
and not checking or responding to emails, that standard message doesn’t set you
apart. Whether your personal
brand has characteristics such as humor or creativity, you
have an opportunity to impart a bit of your distinctive value to email
recipients by adding a sentence. Here are some examples:
“While I am
away, you might want to peek at my latest blog article on (fascinating
topic and link here). I look forward to your thoughts the next time we talk.”
“These few days
away will give me the opportunity to brush up on my reading. I’m going to enjoy
digging into Stephen King’s latest book. If you've already read it, please
don't send any spoilers.”
Not only is
your message short and memorable, it also provides a little about you to
recipients to remind them of your value and why they do business or share a
friendly connection with you. And with a little adjustment, you can add
personal notations like these to order confirmations and support acknowledgements.
For example, try this:
“Thank you for
your order. We’ve summarized it below and are now rushing to get it to
you. Our support team is known for excellent customer care so your order
is in good hands. It was recently featured in our local newspaper. Here’s a
link to the story.”
Keeping it professional.
Whether you opt
to add a personal branding touch, keep in mind a few basic dos and don’ts for
your auto-replies:
Don’t forget to
proofread. Typos, broken links and a poor layout say you hastily sent an
auto-reply without any thought for the recipient.
Don’t take
shortcuts on the date's format. In the example above, a recipient might
interpret it as July 8 to August 9. Europeans may view it as August 7 to
September 8.
Consider
writing a subject line that invites the recipient to open the message.
Be sure to use
noncommittal terms about when you can respond. Unless you plan on responding to
every email on the day you return, say you’ll respond after you return instead
of when you return. Likewise, the person handling matters in your absence will
appreciate not being on the hook for "immediate assistance" instead
of just "assistance."
Don’t include
your standard signature block of contact information with a mobile number
or office number. Your sign-off should include only your name unless you
want your voice mail box filled up or your vacation interrupted by calls on
your cellphone.
Set up filters
and folders to filter out email of less importance. Any gains from a
peaceful retreat evaporate when someone returns to a stuffed inbox and the fear
of missing an important assignment or message. Instead, create filters so that
emails from important people (perhaps a manager, top customers and family) are
the ones in your inbox. All other email can be filtered into folders that you
can check after you have caught up on important matters.
Use modern
mobile email applications that enable you to adjust notifications. If you
must be available to an important customer or family member, create a filter so
you receive a notification from only that person.
Make sure your
auto-reply program is optimized for mobile viewing. A recent study
indicates that 72 percent of U.S. Internet users check email on their mobile
devices.
Don’t forget to
turn off the out-of-office message upon your return if your email service
doesn’t let you to set an end date. I find leaving a Post-it note on my
computer screen before I head out the door is a helpful reminder for when I
return. It also lets those who stop by your desk know you are out.
+++++++++++++++++++++++++++++++++++++++++
In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:
www.amazon.com/author/paulbabicki
If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and Yahoo. I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ and PSG of Mercer County, NJ.
+++++++++++++++++++++++++++++++++++++++++
In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:
www.amazon.com/author/paulbabicki
If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and Yahoo. I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ and PSG of Mercer County, NJ.
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