Email is the standard form of business communication across many organizations at this time. Many researches show that lot of organizations can face information management challenges and risks due to the extensive use of emails in business and its projected growth in the future. By following the below steps, we can effectively manage the emails.
Just as any different type of business information and record, email should be considered as part of, and should be adhered to the organizational standards addressing information and records:
The vast quantities of emails stored in inboxes, sent folders, and deleted item folders put the organization at risk and adversely impact the performance of email servers in the organizations. Email servers were not designed to act as repositories for such huge quantities of emails and move the control of this information away from the organization. Without email management, it would be difficult for the organizations to meet their legal preservation requirements in the event of litigation, government investigations, increasing the effort and cost in responding to e discovery and disclosure.
Email Handling Etiguettes:
It is important that you properly manage your email communication with your Clients. Keep in mind that your clients are probably inundated with email messages at work. You should always ask your client about his preference on how he wants to communicate with you. Does he prefer emails over voice mail?
Do not get into the habit of forwarding emails to your clients without adding your comments or notes. You may have a habit of forwarding jokes of questionable taste to all your friends via emails. That’s fine. But do not do that with your clients!
Here is an example: Your colleague has sent you an email offering a solution to your client's problem and you would like to "pass it on” to your client. You forward the email to your client with the following comment: “Here is what John from our office has suggested about resolving your issue. I agree with his assessment and possible solution. Please take a look at it and let me know when is a good time for me to call you to discuss this."
This email handling procedure is good because it shows your client that you are engaged in his situation and that you have taken the time to “talk” to him in the forwarding email. It is much better than simply forwarding the email without any comments.
Another helpful hint when emailing your clients is to include specific information in the subject title of the email so that your client can easily determine if he has to address the needs currently or later! The subject that reads for ex., “Updated Financial Reports 5/06" tells the client more about the email content than an email titled “Financial Reports”. Including an action in the subject title would be even helpful, like "Requires attention”. When the client checks his email accounts after a period of time and he has 50 emails titled "Financial Reports”, he will sure appreciate your thoughtfulness.
ln general, think about all of the things that annoy you about emails and make sure the same things don't annoy your clients.
It is all about your clients.
- Capture
- Classification
- Storage
- Preservation
- Management
- Destruction
The vast quantities of emails stored in inboxes, sent folders, and deleted item folders put the organization at risk and adversely impact the performance of email servers in the organizations. Email servers were not designed to act as repositories for such huge quantities of emails and move the control of this information away from the organization. Without email management, it would be difficult for the organizations to meet their legal preservation requirements in the event of litigation, government investigations, increasing the effort and cost in responding to e discovery and disclosure.
Email Handling Etiguettes:
It is important that you properly manage your email communication with your Clients. Keep in mind that your clients are probably inundated with email messages at work. You should always ask your client about his preference on how he wants to communicate with you. Does he prefer emails over voice mail?
Do not get into the habit of forwarding emails to your clients without adding your comments or notes. You may have a habit of forwarding jokes of questionable taste to all your friends via emails. That’s fine. But do not do that with your clients!
Here is an example: Your colleague has sent you an email offering a solution to your client's problem and you would like to "pass it on” to your client. You forward the email to your client with the following comment: “Here is what John from our office has suggested about resolving your issue. I agree with his assessment and possible solution. Please take a look at it and let me know when is a good time for me to call you to discuss this."
This email handling procedure is good because it shows your client that you are engaged in his situation and that you have taken the time to “talk” to him in the forwarding email. It is much better than simply forwarding the email without any comments.
Another helpful hint when emailing your clients is to include specific information in the subject title of the email so that your client can easily determine if he has to address the needs currently or later! The subject that reads for ex., “Updated Financial Reports 5/06" tells the client more about the email content than an email titled “Financial Reports”. Including an action in the subject title would be even helpful, like "Requires attention”. When the client checks his email accounts after a period of time and he has 50 emails titled "Financial Reports”, he will sure appreciate your thoughtfulness.
ln general, think about all of the things that annoy you about emails and make sure the same things don't annoy your clients.
It is all about your clients.