Guidelines for Effective E-Mail

       Basic Guidelines for
Effective Leadership Communication
(Onsite and Distance)

Effective communication is not one-way.
It does not just involve information dissemination.
Effective communication facilitates respectful and positive human connections.

Effective leaders, who inspire and facilitate others productively, use interpersonal, intrapersonal, and public relational skills that include professional communication which is positive, constructive, and respectful. They empathize, "listen," look for common ground, refrain from attacking, and avoid judging. They communicate verbally and nonverbally in positive and constructive ways that inspire, facilitate, and support others to maximally produce positive collaborations, community, and results.

They value and respect others. They encourage personal, team, partnership, and community success by avoiding negative attacks and criticism that generate confusion, misunderstanding, conflict, withdrawal, and even personal/professional paralysis. They guide and promote high standards and expectations in a context of praise, encouragement, and mutual respect. As role models, they lead by example. They guide by their lives and words. They are calm and enthusiastic. They are intense but not tense, passionate but not impulsive. They are expressive and articulate but not rudely blunt. They correct with patience and gentleness. They facilitate functional people and relationships. They know that healthy people, relationships, teams, and community produce the most positive products.

Here are basic guidelines for professional interpersonal, intrapersonal, and public communication. These personal and professional relational skills guard against potential irritation, conflict, and divisiveness. They generate respect and positive results and products.

Use appropriate greetings or salutations.

Keep calm.

Choose language carefully.

Choose words carefully.
Include, restate, or paraphrase the sender's language.
Break down messages into simple components.
Compensate for absence of non-verbal language by adding more adjectives.
Think before you speak.

Don't blurt a message impulsively.

Use appropriate etiquette.
Be careful with what you say in writing and face-to- face.
Don't vent emotions.
Be careful of what might be offensive to other people, groups, or cultures.
Be careful of the tone of messages.
(a) Don't be so short, concise, or direct that messages sound brusque or rude.
(b) Use adjectives or adverbs to clarify tone.
(c) Avoid sarcasm.
(d) Avoid demanding or threatening.
Refrain from judging or accusing.
Communicate with civility.
Respect others.

Watch for possibilities of misinterpretation.
Confirm, empathize, and sympathize.

When disagreeing, try to respect the other's position and look for common ground.
"Listen" and pay attention to what a correspondent is saying.
Don't "flame" or use aggressive language.
Don't attack or criticize.
Be gracious and careful in wording and phrasing.

Practice civility and utilize good manners.
Convey openness, responsiveness, and warmth.
Try not to appear aloof, distant, and unapproachable.
Do not speak or write that which is not fair, honest, or constructive.

Try to consider various sides of issues.

              1.   Avoid oversimplification.
              2.   Avoid exaggeration.
              3.   Avoid blaming and finger-pointing.
              4.   Give the "benefit of the doubt."
              5.   Practice patient, kind, consideration.
              6.   Ask questions.
              7.   Seek understanding.
              8.   Practice empathy.
              9.   Respectfully agree to disagree, when there is a difference of opinion.

Smile, when possible, because it communicates acceptance, respect, and good wishes.

1. Communicating without affect contributes to confusion and conflict.
2. Avoid negative non-verbal communication.

Look at those who are speaking with a warm, relaxed face and body.
Avoid negativism, non-constructive criticism, intimidation, threats, blaming, cynicism... because it will breed more of the same
and create a toxic environment that does not facilitate maximal personal/professional health and productivity.
Be patient, kind, and respectful.

Use appropriate closings.

References for Effective Distance Communication

Conrad, L. (2002). E-mail Addiction, A 12-Step Recovery Program. Retrieved August 11, 2002 from http://www.nacubo.org/website/members/bomag/1097_conrad.html.

Elam, P. (1997). A neophyte's guide to effective e-mail. WebNovice.com. Retrieved August 11, 2002 from http://www.webnovice.com/email.htm.

Fielden, N. (2001). Internet research. Jefferson: McFarland.

San Diego, G. (2002). The art of writing e-mail. Online Marketing Since 1994. Retrieved August 11, 2002 from http://www.net-market.com/email.htm#salutations.

Dr. Howard's Books

Speak Skillfully and Successfully:
A Guide to Developing Diction
and Voice-Over Excellence

Enhanced by Technology, Not Diminished:
A Practical Guide to Effective, Distance Communication

Autobiographical Writing and Performing:
An Introductory, Contemporary Guide to Process, Research in Speech Performance