Page 211 - An Indispensible Resource for Being a Credible Activist

❱❱ URGENCY

If your message is urgent:
● Use the Priority flag
● Clearly state what kind of response you need
● State BY WHEN—Give a date.

If your message is not urgent, say so. This helps recipients prioritize their other work and
when they will reply to you.

❱❱ TEMPLATES

If individuals or departments in your company request the use of templates when receiving
messages, use them whenever you can.

❱❱ TECHNICAL STUFF

● Update your e-mail list after staff changes and keep the Internet Technology (IT)
department informed of such changes.
● Create groups for frequent communications that go to several people at once,
for instance, managers, staff at your office location, and so on.
● Never delete old messages; you never know when they will be of use to you.
● Print out any important messages to keep on file, just in case.

ADDITIONAL TIPS

● Make “I” Statements, such as, “When I read this e-mail, I thought it meant _________.
● Reality-test your perceptions, consider that you may have misunderstood something,
and give the other person the benefit of the doubt: Did you understand the message?
Did you misunderstand the message?
● Speak for yourself and what you thought the communication meant: Did you mean that?
● Regardless of whether you understood or misunderstood the message, focus on the
message even if the delivery of the message was unprofessional, harassing, bullying,
or otherwise problematic. Deal with the delivery style of the message later if at
all possible.
● Even when only one person in a communication that goes badly approaches the
communication in this way, there is the potential for all involved to learn something
by communicating well about it using NVC, EI, and sound conflict resolution skills.

❱❱ E-MAIL DON’Ts
In addition to the many tips and suggestions above, here are some e-mail pitfalls you’ll want
to avoid:

194 The H R Toolkit