This article is a little "edgy." I receive and send lots of email, sometimes hundreds in a day, and I am annoyed and even resentful when so-called professionals send me emails that don't make sense or don't conform to the conventions of English grammar and mechanics. You (or others you know) may not be aware of some of these rules, may have forgotten some of these rules, may have gotten lazy, and/or think it shows a "personality" in writing when the rules of English are abused. Not so.
1. Use upper and lower case. Proper nouns (especially the pronoun "I") should always be upper case.
2. Use upper and lower case. The first letter of a sentence should always be capitalized.
3. Use upper and lower case. TO USE ONLY CAPITALS IS TO YELL AT THE RECEIVER!!! to use only lower case is to prove that you don't know rule #1 or #2.
4. Proofread your email before you send it. The first step in proofreading is to actually read what you've written and see if it makes sense. Correct any confusing sentences or concepts.
5. Proofread your email before you send it. Spell check the entire message.
6. Proofread your email before you send it. Make sure it's going to the intended receiver.
7. Use a salutation on professional emails. "Hi:" is satisfactory for your co-workers, but if this is an important client or your boss, "Hello Mr. Smith:" or simply the person's name "Ms. Jones:" is acceptable. You don't have to repeat the salutation on a return email.
8. Use a signature line. You can usually have a signature automatically added to your message.
9. Never use text messaging language, such as "LOL" in an email--particularly if it's a professional email. Text messaging is a substitute for conversation and email communication is a substitute for a business letter.
10. Limit your use of emoticons (smiley faces, etc.). These are hardly professional.
You're an educator. My guess is that you feel the same way I do and maybe you'll send this article along to some of your colleagues who need it. I hope so and I hope you don't think I'm a fuddy duddy. I just want you to be thoughtful (both meanings, i.e., considerate and reflective). There are several of the ideas in this article that I constantly have to check for--whereas others are automatic to me. It's worth our extra effort, particularly in the professional realm. Others judge you based on the way you communicate. You're a teacher. Display your professionalism through your email.
Educators have the most influential positions in our society--and need every bit of support that can be mustered. Two resources that will help increase educators' sense of peaceful, predictable productivity are Meggin's weekly emails:
**Top Ten Productivity Tips
**Keys to Keeping Chaos at Bay
(c) 2007 by Meggin McIntosh, Ph.D., "The Ph. D. of Productivity"(tm)
Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do via seminars, workshops, writing, coaching, and consulting.
