By Montserrat

For those of us who work in a office environment, communicating via email is just what we do.

We respond to a given email with information that can benefit others or avoid duplicity so we CC: Accounting, project manager, etc.

But some people don’t stop there, they’ll also cc: the guy in IT who was in that one meeting, the marketing manager who’s never at the meetings, the other project manager who may want to know, the boss who may also want to know, etc. etc.

Before you know it the 3 people CC grows to 10. I’ve started to become seriously annoyed at being cc’d needlessly specially went it is a string of emails and the “Reply All” option is used gratuitously. I mean, seriously, I don’t need to know the tracking code for the FedEx package that can’t be found because I’m not the one who’s going to call and find it. I trust that my colleagues are on this and if they aren’t I’ll find out when the product is missing from the next event.

Information overload at work was articulated as a major issue in a survey on workplace productivity. Having to sift through dozens of emails when only half contain relevant information is not only a waste of your time but a productivity drain as well. Here are a few things I started doing and tips I picked up here and there:

ONE --  I cc myself: on important emails especially if they contain attachments. The reason is that often the attachments may not come through or be distorted. I’ve been able to catch bad sends and fix immediately thus avoiding to annoy my recipients.

TWO --  Think before adding a name to the cc line: Am I communicating as an FYI or is there an actionable expected of this person. If it’s the latter I leave the name otherwise you’re of the hook. Later I can give my boss, colleague, etc. a recap on the final outcome without bogging them down with the details.

THREE -- The higher the title the lesser the detail: Your boss may not need to know you’re leaving on lunch break unless you're thinking you’ll be late returning and miss the first part of a meeting he’ll be attending.

Okay, here’s 32 tips on using email (I found online) to help avoid email landmines and keep up on proper Netiquette.

1. Be concise and to the point

2. Answer all questions, and pre-empt further questions

3. Use proper spelling, grammar & punctuation

4. Make it personal

5. Use templates for frequently used responses

6. Answer swiftly

7. Do not attach unnecessary files

8. Use proper structure & layout

9. Do not overuse the high priority option

10. Do not write in CAPITALS

11. Don't leave out the message thread

12. Add disclaimers to your emails

13. Read the email before you send it

14. Do not overuse Reply to All

15. Mailings > use the bcc: field or do a mail merge

16. Take care with abbreviations and emoticons

17. Be careful with formatting

18. Take care with rich text and HTML messages

19. Do not forward chain letters

20. Do not request delivery and read receipts

21. Do not ask to recall a message.

22. Do not copy a message or attachment without permission

23. Do not use email to discuss confidential information

24. Use a meaningful subject

25. Use active instead of passive

26. Avoid using URGENT and IMPORTANT

27. Avoid long sentences

28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks

29. Don't forward virus hoaxes and chain letters

30. Keep your language gender neutral

31. Don't reply to spam

32. Use cc: field sparingly (TE LO DIJE!)