Take 5, Then Click Contact

I have over 10 of my very own Web sites. As with NetManners.com and my consulting site TheIStudio.com when an e-mail request comes in, I review and respond promptly.

One thing I noticed as of late is the increasing amount of e-mailers that either do not read what is on my site or in my previous e-mail. Heck, I am always here to answer questions, concerns or provide additional details about any of my products or services. If you don’t have service online, you really don’t have much at all and I pride myself on offering prompt and concise replies to any inquiry that comes in. Until now….

I can understand folks frustration at not being able to find the answers they seek. Many sites are poorly designed, do not have any coherent navigation and really do not consider their site visitors when the site is developed in the first place. This leads to visitors not being able to find basic information to the common questions that pretty much any site visitor might look for.

I can understand that — but not when you are at any of my sites. See, I make it a mission to track customer inquiries and questions and over the years can honestly say that for every e-mail question that I get its answer can be found on my site(s) with literally only a click or two of effort.

I see this pattern happening with clients, customers and every day Netizens. You provide the information either on your site, Blog, eZine or in a library of articles and onliners do not want to take the time to review those resources for the information they seek. It’s easier to just click on a contact or e-mail link and blurt out their questions — even when the answers are to be easily found.

Is it because there are so many bad sites that onliners have given up looking? I don’t think so. Is it because they don’t know how to recognize a good site with clear navigation that provides the information for them — if they want to take the time to read it? I don’t think that’s it either. I genuinely believe they don’t want to make the effort as minor as it may be. L.A.Z.Y.

Here again, this all boils down to a lack of consideration for the person on the other side of the screen.

“I want it now!”
“I want it delivered to my inbox now!”
“My time is more important than yours so I am not going to make any effort to find and read the info I seek! I’ll e-mail and you’ll provide the answers directly back to me!”

Hmmm… Who would have thought even a short decade ago that the wealth of information currently online would be moments or clicks away on whatever topic whenever you desire? Now, unfortunately, it seems that isn’t even good enough for some.

Everyone needs to slow down. Take your time when reviewing a site. Make the effort to see if they have the information you seek. Read e-mail replies carefully. Read eZines provided by those who have the information you seek. Don’t expect those folks to send personalized answers to you because you don’t want to take the time to review their site or the materials previously sent to you. Think of it as common courtesy!

So take just take 5 minutes to find the info you seek before you click that e-mail link or contact button. Don’t just click because you do not want to take the time to review the information provided. If you do, it will speak volumes about what you may be like to communicate or do business with. How would you like to communicate or do business with someone who would ignore all the information you provide because they don’t want to take the time to read it but want you to take the time to repeat it?

Then, if you do not find what you seek after making an honest effort, do e-mail with courtesy and proper e-mail etiquette about what you seek. No doubt, if the site owner is like me, they’ll be pleased to hear from you and add the information you are looking for to their site for other visitors — or they’ll just point you back to the information they provided in the first place.

No Time Like Right Now for E-mail Etiquette

Responding promptly to your e-mails is simply the courteous thing to do. We are all busy and pressed for time making it necessary to prioritize our time. Who would have thought that a mere decade or so into e-mailing that we are now to the point where we don’t have time to reply promptly? Especially when it doesn’t get any easier than this to keep in touch with those who e-mail us and that we care about.

There is no excuse to completely ignore your e-mail responsibilities. That is unless you are completely narcissistic and do not think of how your lack of response will be viewed by others.

When it comes to personal e-mail, to not respond implies you are ignoring the other party. Whether you are or not is moot — that is what they will think. In most cases it would be best to pop off an e-mail and apologize for the delay in responding and explain that you are busy and to not take your lack of response personally. Think about how you would feel. If you don’t care how your inaction affects the other side — that will surely come through as well.

Communicating your situation can many times head off poor perceptions, hurt feelings and misunderstandings. Why not take advantage of the expediency e-mail offers you to sit down and reply to your e-mails right now?

“You may delay, but time will not.” ~ Benjamin Franklin

How to “Sign” Your E-mails

A site visitor was curious and pondered:

Are there formatting conventions I should know? I have always signed hard copy letters to the right, but it seems that e-mails are signed at the left margin.

E-mail is defaulted to left align. In the off-line world, whether you signed your name to the right or left was really a personal choice.

Although many conventions for Business E-mails will apply when compared to business letterhead, for personal e-mails simply type your name left-aligned under your sign-off. Check out my Business E-mail Etiquette Blog for business focused e-mail discussions.

Right or left justified isn’t as important to your sign off as making sure that you close your e-mails in a courteous and proper way that can add to ensuring the tone of your e-mail overall is what you intend. For example, not including a sign-off at all, which at the very least should include your name properly typed, is perceived as rude or curt.

For more tips and information on sign-offs that you might find helpful, read my article: Email Sign-off Considerations. HTH!

E-mail Etiquette = Courtesy and Politeness

Much of what I type and write about in regard to E-mail Etiquette, if you think about it, really boils down to being polite and reflecting courtesy for others. The formal definition of etiquette it is “rules governing socially acceptable behavior.”

Being we live in an “all about me” culture, that train of thought seems to be foreign to many. They just want to do what they want to do without regard or having to think about anyone else. A healthy portion not even caring how their lack of e-mail etiquette will reflecting negatively on how they may be perceived.

Today, I would like to share with you one of my favorite quotes on the topic of politeness:

POLITENESS USUALLY BEGINS AT
HOME OR IT DOESN’T BEGIN AT ALL.

Politeness to others is usually born out of respect for the individual, which you learn as a child. When you are treated with respect by other members of the family, you learn to respect them as well. The self-esteem that results from being recognized as a unique person by the people who matter most to you helps you develop the confidence necessary to succeed later in life. Politeness and consideration for others are habits that-once developed-usually stay with you for a lifetime. While common courtesy may seem relatively insignificant in the grand scheme of things, it is a reflection of more basic values. More important, if you develop the habit of respecting others, you are likely to command respect from them. ~ Napoleon Hill

Courtesy and politeness should apply to all aspects of life. And that goes for your e-mail activities as well.

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