Page 210 - An Indispensible Resource for Being a Credible Activist

❱❱ SUBJECT FIELDS

● Be sure that when you reply to messages, if the subject changes to something else,
that you change the subject field.
● If your e-mail reply now contains another topic, be sure that you adjust the subject
field to include the new subject within the message.
● Try to limit yourself to one subject per e-mail, unless it is a report.

❱❱ PROOFREAD

● Proofread and spell-check your message before you send it.
● Pretend you are the recipient reading it and make sure your intention would be clear
to that individual.
● Make changes to your message if you catch something that could be misunderstood,
lacks clarity, or has sarcasm.

❱❱ RESPONSE WANTED

● End messages with “No Reply Needed” if applicable.
● End messages with “REPLY NEEDED BY: _____________”
● Note what kind of reply you need and from whom:
° Action Taken by ____________ (date)
° Approval Given by ___________ (date)
° Clarification Given by ___________ (date)
● If you want the recipient to call you on the phone to discuss the matter further
when he or she is free, say so. Or, call him or her on the phone.

❱❱ MISUNDERSTANDINGS

If you are offended, feel that you have been dealt with rudely or unfairly, or are somehow
exasperated, you should

● Handle it on your own using sound conflict resolution skills.
● Inform the person you think there may be a misunderstanding or conflict to be
resolved.
● Call or e-mail the person back and try to work it out over the phone or in person.
● Open up discussion with the other person to try to locate the source of his or her
frustration and see what you can do to alleviate it.
● Unify the two of you and show that you are confident you can both work out
whatever the conflict is.
● Call HR for help with formulating a response, to brainstorm, or for assistance.
If you sense that a misunderstanding or conflict is brewing in an e-mail communication, either
call the person, speak to them in person, or e-mail him or her again, and nicely say, “I want
to make sure I’m being clear. What I mean is . . . ” Clarify what you need, want, and mean.

CHAPTER 12 • Make Sure You Are Not Par t of the Problem 193