Page 212 - An Indispensible Resource for Being a Credible Activist

● Sarcasm. Remember, without the information we get from face-to-face
communications—tone, facial expression, body language, and so on—the use
of e-mail sarcasm can easily contribute to misunderstandings and hurt feelings.
● Multiple issues. Avoid addressing too many topics in one e-mail, unless it is
a report.
● Unnecessary recipients. Try not to include persons in an e-mail if they don’t need
to get the communication. If you need clarification from other staff on what they
should get, ask.
● Rudeness. Don’t be rude or unpleasant in e-mails. If you are feeling disappointed,
upset, confused, or angry, you can say so using the word to describe how you feel;
that is sufficient. There is no need for rudeness or unpleasantness.
● Blame. Don’t blame others for e-mail misunderstandings. Blame is rarely useful.
Even if you feel someone else is wrong, approach the misunderstanding as a learning
experience for all involved, and use your best conflict resolution skills when
communicating about the issue.
● Emoticons. Smiley faces and other text art are unprofessional, a waste of time,
and somewhat adolescent. Unless you work in a culture where the use of emoticons
is encouraged (perhaps a company that makes or sells emoticons), using them is
not a good idea.
● Abbreviations or acronyms. At least the first time you use them, you should spell
out abbreviations and acronyms, especially if the person you’re communicating with
is unfamiliar with the meanings. Non-HR people who are in any position above or
below you in the company may not know the difference between FMLA and FLSA.
So spell it out the first time, and put the abbreviation or acronym in parentheses
after the first mention of it. Then you may use the acronym.
● Too long or too short e-mails. Ensure that your message is clear, concise, and only
includes what is necessary and includes all that is necessary. Proofread your e-mails
before you hit Send, get a second opinion if you need assistance proofreading your
own work, and take a business-writing course if you need help with length, clarity,
grammar, or how to communicate effectively in writing.
● Not responding to e-mail or voice mail. This is just rude, unless you’re out sick
or on vacation. Most professionals work with e-mail and voice mail software
that allows them to change to their outgoing messages on both e-mail and phones
to let those who contact them know that they are away and when they’ll be
back, whom to contact in the interim, and what to do if there is an emergency.
Make sure you use this feature, and ask for help from your IT department if you
need assistance in learning how to use these tools. Otherwise, not responding
to e-mails or voice mails is a bad habit one should never get into. As the HR
professional, you are there to serve those with whom you work whether they
are employees or colleagues. One way in which you do this is to be responsive.
This is true of any professional in any department, but it is particularly true
for HR professionals.

See the HR Tool entitled “Sample Memo via E-mail,” on page 201, for an example.

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