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IT英語(yǔ):使用電子郵件的十大誤區
Top 10 Mistakes Managers Make Each Day With Email
使用電子郵件的十大誤區
Many of us think we use email well. We don't. Too many of us rush, causing confusion and requiring more time to clarify misunderstandings later. We miss chances to build relationships, motivate others, close deals and convey important information.
很多人覺(jué)得自己用電子郵件用得不錯，其實(shí)不然。太多的人匆匆寫(xiě)就，其內容讓收件方存有疑問(wèn)，于是還要花更多的時(shí)間來(lái)答疑解惑，反而浪費了建立關(guān)系、相互鼓勵、敲定交易，以及傳達重要訊息的機會(huì )。
Avoid the following 10 mistakes.
因此，我們應避免電子郵件使用過(guò)程中的十大誤區。
1. Using vague subject lines. 'Meeting,' 'Update,' or 'Question' provide no value as subject lines. Maximize the subject line's message. PDA users will get the message quickly; everyone will appreciate the clear summary. You can communicate plenty in a five to 10 word subject line: 'Your Action Items and Minutes from Last Week's Meeting.'
誤區一：使用含糊不清的主題。“開(kāi)會(huì )”、“更新”或“問(wèn)題”這種字眼不適合作為郵件主題，盡量讓主題包含更多的信息。這樣一來(lái)，使用個(gè)人掌上設備(PDA)收發(fā)郵件的人就能很快了解情況，每個(gè)人都喜歡清晰明了的總結式標題。五到十個(gè)字的主題就能溝通很多信息，如“上周會(huì )議紀要及行動(dòng)計劃”。
2. Burying the news. Convey the important points first: put dates, deadlines and deliverables in the first one to three lines of the message (if not also in the subject line). PDA limitations, time pressures, cultural distinctions and value judgments keep many readers from reading further.
誤區二：不開(kāi)門(mén)見(jiàn)山。首先就要把重要的信息說(shuō)出來(lái)：把日期、最后期限和完成目標放在頭三行之內（如果主題中沒(méi)有說(shuō)明的話(huà)）。由于PDA顯示的局限性、時(shí)間壓力、文化差異以及價(jià)值取向，很多收件人可能只看郵件的頭幾行內容。
3. Hiding behind the 'BCC' field. At best, the 'blind copy' field is sneaky and risky. At worst, it's deceitful or unethical. Plus, blind recipients sometimes hit 'reply all,' revealing the deception. Post the initial message and BCC no one. Then forward your sent message to others with a brief explanation.
誤區三：使用“密件抄送”(BCC)選項。即使從好里說(shuō)，密件抄送功能也顯得有點(diǎn)偷偷摸摸，而且存在一定風(fēng)險。從壞里說(shuō)，密件抄送是一種欺騙和不道德的行為。而且，收件人有時(shí)會(huì )選擇“全部回復”，這樣就會(huì )發(fā)現存在密件抄送方。你應該先把郵件發(fā)給主收件人，不使用密件抄送功能，然后將已發(fā)郵件轉發(fā)給其他方，并附上一個(gè)簡(jiǎn)要說(shuō)明。
4. Failing to clean up the mess of earlier replies/forwards. Few readers will wade through strings of previous messages. State your position clearly, even if context follows below in the email string. 'Yes' helps less than 'Yes, you can have the extra funding to hire 5 temporary workers.'
誤區四：喜歡用之前冗長(cháng)的郵件往來(lái)內容來(lái)說(shuō)事。很少有收件人愿意費力翻閱列在郵件正文后面的前期往來(lái)信息。應該把你的立場(chǎng)觀(guān)點(diǎn)在正文中擺明，即便附后的內容也有所交待。單單回復“好的”太籠統，不如把話(huà)講全，說(shuō)：“好的，給你雇五個(gè)臨時(shí)工的額外費用。”
5. Ignoring grammar and mechanics. PDAs have granted us certain sloppy flexibility, which means you'll impress readers even more when you write precisely.
誤區五：忽視語(yǔ)法和結構。PDA的使用讓人們對語(yǔ)法錯誤更為寬容，但這也意味著(zhù)如果你的書(shū)寫(xiě)表達準確無(wú)誤，人們會(huì )對你刮目相看。
6. Avoiding necessarily long emails. Longer messages sometimes work best; they can help avoid attachments' hassle and security fuss. Don't fear long emails but outline your structure.
誤區六：不想寫(xiě)長(cháng)郵件，即使言之有物。有時(shí)，郵件的內容越長(cháng)，說(shuō)得就越明白，這樣就不用再添加附件，省得收件人打開(kāi)附件時(shí)還要進(jìn)行安全掃描。因此，不要害怕寫(xiě)長(cháng)郵件，但要把內容的脈絡(luò )結構理清楚。
7. Mashing everything together into bulky, imposing, inaccessible paragraphs. Length does not discourage reading; bulk does.
誤區七：段落過(guò)長(cháng)，內容太密集，讓人讀起來(lái)頭昏腦漲。郵件的長(cháng)度并不會(huì )讓人望而生畏，但大段大段的排版卻會(huì )如此。
8. Neglecting the human beings at the other end. Email travels between actual people, even though we don't see or hear each other directly.
誤區八：忽視收件人的感受。要記住，雖然我們看不到對方，也聽(tīng)不到對方的聲音，但電子郵件是一種真人之間的交流。
9. Thinking email works best. Email is not always the best way to communicate. Need a quick answer from someone nearby? Stop by for a visit. Want a reply to unanswered emails? Pick up the phone. Looking for more gravitas? Mail a letter. Need to explain a complex or sensitive situation? Arrange a meeting.
誤區九：認為發(fā)郵件是最好的溝通方式。電子郵件并不總是最佳的溝通方式。想讓身邊的人快速回答一個(gè)問(wèn)題？不如直接去找他。發(fā)了郵件卻沒(méi)得到回復，想提醒對方？給他打個(gè)電話(huà)。希望更正式一點(diǎn)？那就寫(xiě)一封信函。想解釋一個(gè)復雜或者敏感的問(wèn)題？不妨開(kāi)個(gè)會(huì )。
10. Forgetting that email lasts forever. Most of us read, send and discard emails at lightning speeds. But don't forget that emails remain on a server somewhere as easy-to-forward proof of any error, offense or obfuscation we made.
誤區十：忘了電子郵件永垂不朽。大多數的人都閃電般地閱讀、發(fā)送和刪除自己的電子郵件。但有一點(diǎn)千萬(wàn)不能忘記：電子郵件永遠存儲在某個(gè)服務(wù)器上，如果我們在郵件中犯了什么錯誤，冒犯了什么人，或導致了什么困惑，到時(shí)候郵件就是最容易轉發(fā)給別人的證據。
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