Techization

Everyone has probably sent an e-mail they regretted right after clicking the send button.  It’s natural to want to include emotion and tone in your e-mails, it’s how we naturally communicate.  Without this tone, our communication would be uninteresting and robotic.  However, without facial expression and non-verbal communication cues included in the transmission, our words can often be taken out of context.  A new Internet tool helps with this problem and it’s way cool!

The service is called ToneCheck.  ToneCheck reports that studies show e-mail is misinterpreted 50% of the time.  That’s a pretty high statistic, don’t you think?  Don’t fear, ToneCheck is here!

ToneCheck flags sentences with words or phrases that may convey unintended emotion or tone, then helps you re-write them. Just like Spell Check… but for Tone.   – ToneCheck.com

It currently only works with Outlook.  However, they will soon be launching support for web-based e-mail like Gmail, Hotmail, Yahoo etc.  I highly recommend for anyone in the business environment who deals with a lot of e-mail, especially human resources and managerial positions.   This service could really save you a boat load of office hassle, believe me!  It would also be useful for college students who often communicate with professors via e-mail.  Check it out and let me know what you think of it by commenting!

Happy e-mailing!

UW-Stout has announced it has selected Microsoft’s Live@edu product to provide e-mail for students.  The choice will save hundreds of thousands of dollars for the University while providing the students a better e-mail system.  The aging campus-based e-mail server would have cost about $300,000 dollars to replace over a three year span.

The big draw for students will be increased storage capacity.  The top problem students encounter every single year is filling up their mailbox with messages.  So many of us today are use to unlimited storage of our data.  ‘Delete Message’, what’s that?  Services like G-mail offer the ability to keep a running archive of every electronic conversation you engage in.  The risk associated with that luxury is your e-mail is only stored in the cloud, not on your hard drive.  That is what makes so many nervous.  If the ‘cloud’ goes down, then what?  Oh my godddddd!!!!

Some administrators at other campuses cite the recent G-mail outage that occurred for one-half of a business day as a reason to stay away from cloud-based e-mail.  Really?  Do you think your universities IT department has the technology, hardware and abilities to that of Google?  Your out of your mind if you think your better off just because the server is on your campus.  Google maintains a 99.9% up-time, and that figured isn’t carefully crafted with formulas and exceptions to make it seem amazing.  It is real 99.9% up-time.  What service can even approach saying that truthfully?  Not many.

There is no question universities are afraid to ‘lose control’ over their e-mail system; a life blood of any university, especially UW-Stout.  Companies like Google and Microsoft can provide better solutions than any university IT department in the country.  Google has some of the best network infrastructure in the world.  Why not utilize the power of their technology for your students benefits?

These positives do come with risks like:

• Network outage possibilities
• Glitches in the network (See Brown University Google Glitch)
• Difficulties complying with ‘Open Record’ laws.

Microsoft Live@edu rolls out on-campus today.  I’m anxious to see the new product and all of its features.  I’ll post a follow up blog with how the transition is going here and my thoughts on using the Microsoft product first hand.

So many of us do it daily, but hardly anyone does it efficiently.  E-mail has rapidly become as important as checking your physical snail mail box outside your home.  Nothing annoys me more than having to wait more than 24-48 hours for an e-mail response unless they have auto-reply turned on notifying you otherwise.  My gripe to people I know who do that is, “would you check your physical mailbox every three or four days?”  They always reply with the common answer, no.

Here are some guidelines for effective e-mail

• Don’t Ramble! -  When people sit down to check their e-mail they often have lots of messages and little time.  Don’t tell your life story only to get to the point in the very last sentence.  KISS (Keep It Simple Stupid) often works well for e-mail.  No more than five sentences, that’s it!
• Be Careful With E-Mail Directories and pre-defined mailing lists - I’ve seen people I know make this terrible mistake.  When loading up multiple recipients or using a pre-defined mailing list make sure you know who it’s going to!  Double check and re-check the recipients you’ve selected or know who the mailing list contains.  You could send information and have it seen by users who you definitely don’t want seeing it.
• Don’t E-Mail Angry - Sometimes you will receive a message that angers you or maybe your upset for outside reasons.  Never, ever send an e-mail while angry.  Just leave it sit till the next day and approach your e-mail with a calm and collected mood.
• Respect Privacy – I’m not terribly strong on this point, but some people are really hypersensitive about their e-mail address.  I am personally not one of these people.  When sending an e-mail to a group of people consider using the BCC (Blind Carbon Copy) option.  This will mask everyone who receives the message so none of your recipients know who else received the message.
• Have A Good Signature - Signature are important and everyone should have one.  Often times they are over done and sometimes down right distracting.  Don’t use photos in your signature as it will increase the likelihood of being caught by a spam filter.  Don’t put any kind of quotes in your e-mail, they could end being offensive or confusing to your recipient.  Use eight lines to compose your signature, anything more is just too much.  Only include what you want recipients to know!  I know it is kind of obvious but if you don’t want business calls at home, don’t include your home phone number.  Lastly don’t get flashy and fancy, keep it simple.  Your not designing a poster, use easy to read fonts.
• Check It Often - As I described above, nothing gets under my skin more when someone does not check their e-mail daily or respond in a timely matter.  Check your e-mail at the bare minimum once a day, I recommend checking it twice a day.  Don’t just read, respond!   Techno geeks like myself have e-mail on constantly with push notifications to our mobile devices.  When you send me an e-mail I get it within a minute or two.  If it is critical i’ll respond within minutes, not days.  You wouldn’t let your physical mailbox outside your home go unchecked for days, would you?
• Don’t Use HTML - Don’t use HTML to link to your website or blog or anywhere else on the web.  (i.e. “My Website”)  Actually spell out the address. (i.e. http://www.techization.com)  You never know what kind of e-mail client the recipient is using and how it could display or not display your address.  This leads to a distraction within the message and could result in a lost opportunity if your link doesn’t work.

And for goodness sakes spell check before you send!

Did I forget one of your e-mail etiquette pet peeves?  Have another good point?  Leave a comment below!