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pixel.gif (807 bytes) Be a responsible email user
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AS AN EMAIL USER, you have responsibilities to other users and to your organisation:
  • Check your mail at least daily: Anyone sending you an email of any importance at all will have a minimum expectation for the time it will take for you to get round to reading it. It is reasonable to expect that you access your mail daily, if not more regularly. Obviously there will be circumstances when you physically can not get to a suitable computer, in which case other arrangements should be made.
  • Respond quickly, even if it’s just a holding response: Unless the mail is junk or ‘for information only’, you should aim to respond promptly. It is so simple to make a quick email response, that there really is no excuse for not doing it. If you really can not satisfy the request immediately, you can always send a holding response to let the sender know that you are dealing with it and when they can expect an answer.
  • Have your mail dealt with while you’re away: When you will not be available to handle your email, you can make other arrangements. Most email software will allow you to forward mail to another address. Some software will allow you to send automatic holding responses telling the sender that you are away and for how long. If neither of these is possible, you could email those people most likely to mail you and let them know not to expect any response for the time that you are away.
  • Delete unwanted messages immediately: Messages sitting in your in-box clog up the mail server, particularly when they come with attachments (if you have a dial-up connection and have downloaded them from your ISP, then you're clogging up your own hard disk). Do your organisation (or yourself) a favour - get rid of them.
  • Save messages for reference in an organised way: Those messages that you need to keep - and that's a small minority - should be filed in an orderly manner in folders that sensibly compartmentalise your work. That way you stand some chance of finding them again.

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                                                     Fastrak Consulting Ltd, 1999. All rights reserved.                                  Last revised 3/5/99