Online Volunteering and Email
Online volunteering requires a lot of email correspondence between the online volunteer and the manager of that volunteer. In order to make the most impact with your emails and to ensure that the correspondence is clearly understood there are some key skills that can be used.
There are challenges associated with email communication. Email is almost as immediate as the spoken word. It is helpful that information can be exchanged so quickly, but sometimes we “react” to a message and do not consider the big picture.
Editing one’s email messages is an important step in the process. Often, messages are sent “on the fly” and little, if any, proofreading is carried out.
Email tends to be brief, direct, and full of acronyms and even “email speak” (LOL, BTW). Without visual signals to assist in sending and interpreting a message, there is more room for misunderstanding.
Determining the tone of the message is essential. Using a businesslike but friendly tone will be appropriate in most situations. “Please” and “thank you” are always essential in setting the tone of an email.
Be aware of hidden messages where emotions can come through. Do not send a message when emotions are high because you cannot retrieve a message once you have sent it.
Email is not private and is not the place for discussing sensitive issues, or for exchanging information such as account passwords or credit card numbers. Assume that any message you send can and will be intercepted by any number of people on its way to the intended recipient.
Email is essential in today’s online volunteer management environment. Be sure you have the skills to make it effective.
Tips for sending email:
- Begin with a greeting and end with a salutation. Include your name, position, agency, city, state, and phone number after your signature
- Keep messages separate. One subject per email.
- Proofread all emails.
- Include enough of the original email so that the purpose of the reply email can be discerned.
- Do not use capital letters for entire words because it is the equivalent of shouting.
- Do not use "email speak" or emoticons ("smileys").
- Underlining, italics, and the like do not send a good message.
- Keep to the subject.
- Use short sentences.
- Use paragraphs and double space between paragraphs.
- Get to the point quickly.
- Do not forget to use correct grammar, punctuation, and spelling.
- Send documents only when they are essential, as they can take a long time to download.
- Do not use HTML “stationery” (special fonts, embedded photos or graphics) when sending email.
