IT英语:使用电子邮件的十大误区
Top 10 Mistakes Managers Make Each Day With Email
使用电子邮件的十大误区
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.
很多人觉得自己用电子邮件用得不错，其实不然。太多的人匆匆写就，其内容让收件方存有疑问，于是还要花更多的时间来答疑解惑，反而浪费了建立关系、相互鼓励、敲定交易，以及传达重要讯息的机会。
Avoid the following 10 mistakes.
因此，我们应避免电子邮件使用过程中的十大误区。
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.'
误区一：使用含糊不清的主题。“开会”、“更新”或“问题”这种字眼不适合作为邮件主题，尽量让主题包含更多的信息。这样一来，使用个人掌上设备(PDA)收发邮件的人就能很快了解情况，每个人都喜欢清晰明了的总结式标题。五到十个字的主题就能沟通很多信息，如“上周会议纪要及行动计划”。
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.
误区二：不开门见山。首先就要把重要的信息说出来：把日期、最后期限和完成目标放在头三行之内（如果主题中没有说明的话）。由于PDA显示的局限性、时间压力、文化差异以及价值取向，很多收件人可能只看邮件的头几行内容。
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.
误区三：使用“密件抄送”(BCC)选项。即使从好里说，密件抄送功能也显得有点偷偷摸摸，而且存在一定风险。从坏里说，密件抄送是一种欺骗和不道德的行为。而且，收件人有时会选择“全部回复”，这样就会发现存在密件抄送方。你应该先把邮件发给主收件人，不使用密件抄送功能，然后将已发邮件转发给其他方，并附上一个简要说明。
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.'
误区四：喜欢用之前冗长的邮件往来内容来说事。很少有收件人愿意费力翻阅列在邮件正文后面的前期往来信息。应该把你的立场观点在正文中摆明，即便附后的内容也有所交待。单单回复“好的”太笼统，不如把话讲全，说：“好的，给你雇五个临时工的额外费用。”
5. Ignoring grammar and mechanics. PDAs have granted us certain sloppy flexibility, which means you'll impress readers even more when you write precisely.
误区五：忽视语法和结构。PDA的使用让人们对语法错误更为宽容，但这也意味着如果你的书写表达准确无误，人们会对你刮目相看。
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.
误区六：不想写长邮件，即使言之有物。有时，邮件的内容越长，说得就越明白，这样就不用再添加附件，省得收件人打开附件时还要进行安全扫描。因此，不要害怕写长邮件，但要把内容的脉络结构理清楚。
7. Mashing everything together into bulky, imposing, inaccessible paragraphs. Length does not discourage reading; bulk does.
误区七：段落过长，内容太密集，让人读起来头昏脑涨。邮件的.长度并不会让人望而生畏，但大段大段的排版却会如此。
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.
误区八：忽视收件人的感受。要记住，虽然我们看不到对方，也听不到对方的声音，但电子邮件是一种真人之间的交流。
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.
误区九：认为发邮件是最好的沟通方式。电子邮件并不总是最佳的沟通方式。想让身边的人快速回答一个问题？不如直接去找他。发了邮件却没得到回复，想提醒对方？给他打个电话。希望更正式一点？那就写一封信函。想解释一个复杂或者敏感的问题？不妨开个会。
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.
误区十：忘了电子邮件永垂不朽。大多数的人都闪电般地阅读、发送和删除自己的电子邮件。但有一点千万不能忘记：电子邮件永远存储在某个服务器上，如果我们在邮件中犯了什么错误，冒犯了什么人，或导致了什么困惑，到时候邮件就是最容易转发给别人的证据。
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