It happens too often; you get an email sent to multiple people setting up a meeting or providing information about something. There’s always one person who hits ‘reply all.’ How many times does that ‘reply all’ message just read “Thanks.” Or worse – is a long message about why they can’t make the meeting because they have to pick their young son up from soccer, then run their daughter to piano lessons, then they have to go food shopping. I hear you yelling, “WHO CARES?” Well, making excuses is another topic; for now, back to the ‘reply all.’
In my business communications class at Rutgers-Camden there are a myriad of topics we discuss. It seems that the ‘reply all’ conundrum is something that continues to be a problem. Why is it that in this age of digital messages many of us can not train ourselves to be more attentive to replying to emails?
Compare this mistake to back in the day when you actually called someone on the phone rather than send an email. Would you just call the person holding the meeting to let them know you couldn’t make it – or would you call everyone involved? well, of course – just the team leader needs to know you couldn’t be there.
How do you stop from accidentally replying to EVERYONE on an email list? Simply breathe; take your time. Pay closer attention to what you are doing. If you are completely rushed – step AWAY from the keyboard. As my mom used to tell me all the time, “Watch what you’re doing.”
This ‘reply all’ problem is complicated when you reply to emails on your Smart phone. Everything is smaller and not exactly the same as your computer keyboard. All the more reason to TAKE-YOUR-TIME. Make a rule of thumb: don’t reply to emails while you are in the car at red lights. WAIT until you have a few moments to concentrate on your digital etiquette.
Another pet peeve: be sure you have a businesslike email signature on your Smart phone, tablet or iPad. Do you really have to advertise that you wrote the message on your Samsung phone? Go into ‘settings’ and set up your email signature properly with your name, title, etc. DELETE the advertisement for the type of phone you have.
Just like when we were little and we were taught to say ‘please’ and ‘thank you,’ it’s time to learn more digital etiquette.