Sunday, June 13, 2010

Copy and Pasters BEWARE!

The Copy and Paste feature is probably the best invention since the ‘undo!’ And even though it increases productivity, eliminates key strokes, and cuts the time to complete tasks by at least half, there are some precautions that you should take when using this function. Below is a list of common mistakes to avoid when using the copy and paste feature.

1. Not changing salutation.
If the previous message was to Mr. Jones and the next one is to Ms. Baker, she may be offended receiving a message that starts off ‘Dear Mr. Jones.’

2. Review the content.
After copying the message, be sure that there isn’t additional or special information that needs to be added or deleted for specific individuals. If this is the case, perhaps the copy and paste feature should not be used.

3. Failure to Proofread.
If the original message had grammatical or spelling errors then all subsequent messages using the same message will have those same errors.

4. Half of the message was not copied.
Be sure to copy the entire message to be included in the message. Sometimes in haste, a word or phrase is omitted and then the message doesn’t make sense and it looks incomplete and unprofessional.

5. Two signature lines in the message.

The Copy and Paste tool is very helpful and cuts production time in half; however, if you are copying a message to paste in a new email, don’t copy your signature line because it should be included when you open a new message in email.

6. Forgetting the attachment.
Copying and pasting works for the body of the document but unfortunately, does not include an attachment. In an effort to remember the attachment, try using the ‘forward’ feature; remember to delete the ‘to’ and ‘from’ information from the previous email and the ‘fwd’ in the subject line.

The copy and paste feature is an effective function to use to increase production time and can make our lives easier, but if we aren’t cautious we could look unprofessional and the time it takes to resend the same message or calling to clarify the message could deter from other task.

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