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工作电邮的十条“经验法则”

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Email is an essential pillar of communication in today's workplace but not everyone knows how to use it well. Since emails are not as formal as letters, experts say that many employees don't pay attention to the tone and composition of work-related email. But that can hurt professional credibility.

电子邮件是如今工作场所重要的通信工具之一,但不是每个人都知道如何很好地使用这个工具。专家表示,由于电子邮件不像书信那么正式,因此很多员工并不太在意工作邮件的语气和行文,而这么做会有损个人的职业诚信度。

Your emails make an impression on your managers, colleagues, clients, and on possible recruiters. Sloppy emails may show that you are not disciplined and risk causing misunderstanding among colleagues. A poorly-written email along with a job application can damage your chances of landing the job.

你写的邮件会给你的经理、同事、客户和可能的招聘人员留下印象。漫不经心的邮件可能会让人觉得你的纪律性不强,而且还可能会引起同事们的误会。找工作时,一封写得很糟糕的邮件会降低你得到工作的可能性。

So, next time you write an email, here are some rules of thumb to keep in mind:

因此,当你下一次写邮件的时候,要牢记以下几条“经验法则”:

1. Writing style: 'Most youngsters tend to bring the informality of SMS into emails,' says Venkataramana B., chief people officer of the India unit of retail firm Landmark Group. That's a no-no for work emails.

1. 写作风格:国际零售巨头蓝玛克集团(Landmark Group)印度公司的人力资源主管温卡塔拉马纳(Venkataramana B.)表示,“大多数年轻人往往会把手机短信中的一些非正式用语用到电子邮件当中。”这可是工作邮件的大忌。

Follow the rules of grammar and punctuation when composing your email. Avoid slang, acronyms and short forms like 'u' instead of 'you'.

在写工作邮件的时候,要遵循语法和拼写的规则,避免使用俚语、首字母缩写或者用字母“u”替代“you”等简写形式。

Don't send emails without a spell check. Avoid exclamation marks, as that may seem immature. Avoid writing in capital letters, since in writing this can be interpreted as the equivalent of shouting.

在发送邮件之前要认真检查是否存在拼写错误。避免使用很多的感叹号,因为那样看上去可能会显得不成熟。不要用大写字母来写邮件,因为这样容易让对方感觉你像是在吼叫。

Ideally keep emoticons like ':)' out of official emails. 'There are other avenues like Facebook and Twitter for these things,' says Prashant Deo Singh, head of human resources at Panasonic India Pvt.

在正式的邮件中最好不要使用“:)”等表情符号。松下电器(Panasonic)印度有限公司人力资源主管普拉山特•迪奥•辛格(Prashant Deo Singh)表示,“这些符号可以用在‘脸谱’(Facebook)和‘推特’(Twitter)当中。”

2. Composition: Given the flood of email we get daily, it's best to keep your emails short and to-the-point. Don't write 'sentences that tend to be never-ending' says Mr. Venkataramana. If you have to make a number of points, use bullets to cover all your points briefly.

2. 行文方式:由于我们每天都会收到大量的邮件,所有要尽量让你的邮件篇幅短小、重点突出。温卡塔拉马纳说,不要写那些“看上去永远不会结尾的句子”。如果你必须要在邮件中包含多个要点,可以使用着重号把所有的要点简明扼要地标注出来。

If you are replying to a thread of email, consider deleting the older text in the body of your email, or summarizing it in a few lines.

如果你正在回复一封往来多次的邮件,就要考虑删去正文中旧有的部分,或者用简短的几句话将其归纳一下。

It's a good idea to add a signature at the end of your email, which includes your phone number and other contact details. This would be particularly useful for emails sent to clients or recruiters, or other people outside your organization.

在邮件末尾加上自己的签名是个不错的主意,其中可以写上你的电话号码和其他的联系方式。这一点在写给客户、招聘人员以及其他外部人员的邮件中尤其重要。

3. Subject line: The lack of a subject line or a vague subject like 'Hello' or 'I have a question' can be annoying to busy people. They also make it harder for the receiver to search for your email in their inbox.

3. 主题:缺少主题或者像“你好”或“我有一个问题”等模糊不清的主题会让忙碌的收件人觉得厌烦。而且,这也会让收件人在收件箱里查找你的邮件变得更困难。

Be specific in your subject line and mention if the matter is urgent. Instead of saying 'I have a question', say 'My holiday plans; not urgent'.

邮件的主题要明确,如果是紧急邮件的话也要一并说明。不要写“我有一个问题”,而要写成“我的假日计划;非紧急”。

At the same time, don't make the subject line too long or detailed.

同时,主题不宜过长或过于详细。

Also, don't start discussing a new topic under the same subject line. This also makes it difficult to identify mails about specific queries. It's best to send separate emails for separate topics.

另外,不要在同一封邮件中讨论主题之外的其他新话题。这也会使根据某一特定问题查找邮件变得困难。最好通过发送单独的邮件来讨论不同的话题。

4. Get the name right: Email recipients can get angry if the body of your email has the wrong spelling of their name or, even worse, if you address the person as 'Mr.' when it should really be 'Ms.' Always double-check spellings and titles before sending your email. If you are not sure whether the recipient is male or female, either use the person's first name or the full name.

4. 写对对方的称谓:如果你在邮件的正文中把收件人的姓名拼写错误,或者更糟糕地把一位女士称为“先生”,那么很可能会惹恼对方。在邮件发送之前,切记要反复检查收件人姓名和职务的拼写正确无误。如果你不确定收件人是男是女,那么就可以光使用他/她的名字,或者使用其全名。

5. Caution on 'Reply All': This is a tricky button on our email box because if used without care, it can be a source of much embarrassment.

5. 慎用“全部回复”:点击这个键时一定要非常慎重,因为如果使用不当会带来很多尴尬。

One of the most common problems â ' you may not realize that your message has gone to people who should not be reading it.

最常见的问题之一,就是你的信息已经让不应该看到它的人收到了,而你自己却可能还没有意识到。

Imagine hitting Reply to All in a group message when you wanted to joke around with someone in particular or complain about your boss to a colleague. It happens even to people who've been using email for years.

设想一下,当你想要开某人的玩笑或者向一位同事抱怨你的老板时按下“全部回复”键会是怎样的后果吧。即使是多年使用电子邮件的人也有可能会犯这种错。

Also, sometimes employees use the Reply to All option because 'they want to show to others that they are doing some work,' says Mr. Singh. 'People mark copies to humanity,' he says, but that simply overloads the inbox of recipients and can be annoying.

辛格说,有时候,员工们使用“全部回复”键是因为“他们想要向别人展示他们做了一些工作,他们向所有人转发邮件”,但那只会加大收件人邮箱的负荷,而且还可能让人生厌。

Use Reply to All infrequently and after careful thought.

不要频繁使用“全部回复”键,而且在使用之前要三思而后行。

6. Before hitting 'Send': Emails can be easily forwarded and thus be read by more people than you think. So re-read your emails carefully before sending it, to make sure that it is not offensive and that it doesn't say anything that could get you into trouble.

6. “发送”之前请确认:电子邮件转发起来很容易,因此很可能最终会有你意想不到的人读到你的邮件。在发送之前要反复认真地阅读你写的邮件,确保它不会冒犯到别人,而且不要在邮件中写一些可能给你带来麻烦的话。

Emails are not a place for emotional outburst. Don't be in a rush to send angry emails, as they might come back to haunt you later. If you need to respond to an offensive email, carefully 'draft the mail, read through it, and press the send button only after (you have) calmed down,' suggests Mr. Venkataramana. In general, it's best to avoid this kind of emails.

邮件不是你宣泄感情的地方。不要匆匆忙忙地发出愤怒的邮件,因为随后这可能会给你带来困扰。温卡塔拉马纳建议说,如果你需要回复一封无礼的邮件,那么就要认真地“起草邮件,通读一遍而且在你冷静下来以后再按下发送键。”总的说来,最好要避免发出这类邮件。

7. Time frame: How quickly you need to reply to an email typically depends on the nature of the email. In general, you should reply immediately. If you know you don't have an immediate answer to a particular query, reply to acknowledge the email and give the person a time frame of when you think you'll be able to respond.

7. 及时回复:回复一封邮件的迅速程度通常取决于邮件的性质。一般情况下,你应该立即回复。如果你无法立即回答一个特定的问题,那么就应该回信表示你已经收到了邮件,然后告诉对方一个你预计能够做出回复的时限。

'Ideally you should reply within 24 hours,' says Snehal Mantri, director of marketing at real estate firm Mantri Developers Pvt.

房地产公司Mantri Developers Pvt的销售主管斯耐哈•曼特里(Snehal Mantri)说,“理想的话,你应该在24小时内做出回复。”

8.Calling After Email: It might be tempting to call up the person you just emailed, but desist. It can be annoying for the recipient.

8. 邮件发送后忌打电话:你可能想要给刚刚发出那封邮件的收件人打个电话,但是最好是打消这个念头。这么做可能会让收件人感到厌烦。

Give the person some hours or even a day to think and respond, no matter how eager you may be for the reply. If it's urgent, mention that in the subject. If anything â ' if it is an important matter â ' call the person first alerting them to the email

要给收件人几个小时、甚至一天的时间去考虑并做出回复,不论你是多么急切地希望他做出回应。如果事出紧急,就要在邮件的主题中注明。如果有什么事的话——如果是一件紧急的事——可以先给收件人打个电话提醒他你发了邮件。

9. Attachments: In general, avoid sending large files as attachments since they clog up the recipient's inbox. If the recipient is close to filling up his or her inbox capacity, your large files may even get deleted. If you are sending pictures, resize them to a smaller resolution. If you absolutely have to send a large file, call the recipient to check first.

9. 附件:通常要避免把大文件作为附件来发送,因为它们会把收件人的邮箱塞满。如果收件人邮箱中的内容已经接近于其总容量,那么你的大文件甚至可能会被删除掉。如果你是发送图片,就要把它们调整到较小的解析度。如果你一定需要发送大文件的话,可以先打电话给收件人让他检查一下邮箱。

10. When not to send email: Don't send emails for every little thing and especially not for something that can be tackled easily over the phone or in person. 'Emails are there to save your time, not waste it,' says Mr. Singh of Panasonic.

10. 何时不宜发邮件:不要因为每一件琐事、特别是在电话里或者当面就能轻易说清楚的事发送邮件。松下电器的辛格说,“使用电子邮件的目的是为你节省时间,而不是浪费时间。”

Avoid putting sensitive or confidential information in emails because you never know who ends up reading them. Finally, be careful about forwarding messages, especially jokes that can be offensive or misconstrued.

不要在邮件中写入敏感或者涉密的信息,因为你永远不知道谁会读到它。最后,转发邮件要小心谨慎,特别是在转发那些有可能冒犯别人或者引人误解的笑话的时候。

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2011-11-14 00:25 编辑:loveyystyle
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