Evans School's recommended email and calendaring client is Outlook for Microsoft Exchange, part of the Office 365 application suite.
1. Clearly articulate purpose or action request (if appropriate). Examples: For Action, For Approval, For Comment, Urgent, Request, Confidential, Update, Help, FYI
-Also, using Outlook Importance: High and Low
2. Restrict yourself to a single topic per email message.
3. Number your questions/requests.
4. When sending To: multiple people, identify what each person needs to respond to.
5. cc: Means ‘courtesy copy’. Person(s) included in the ‘cc’ line are being sent the message for their information only – no action is required.
6. Use bcc as a way to let that person know what is going and then lets them drop of the ensuing discussion. Need to acknowledge in the email that you are doing so. For example, “I’m bcc’ing Sandy into this email so that she knows we are working on topic x and will return to her with a recommendation.”
7. Reduce “reply all.” Limit replies to only those who need a response.
8. Reduce “thank you” only replies (use more for confirmation or when recognizing above and beyond effort).
9. Adjust subject line if needed to match message if the topic has shifted from the original email.
-For example when replying or forwarding, ensure that the subject still accurately reflects the content of your message. If not, change it.
10. When email is not working (e.g. after 3 exchanges), talk in person (if in Parrington Hall) or pick up the phone (if external to Parrington Hall).
11. Don’t put anything in email that you wouldn’t want on the front page of the Seattle Times (emails are public records)
12. Conversation clean-up in Outlook removes redundant messages: