When you hear the word “responsible,” sending an e-mail is probably the last thing that comes to your mind.

However, acting responsibly when venturing into open communication, transferring information or researching resources allows a person to effectively use a modern tool for personal and business collaboration.

Today, many employers in a plethora of businesses are interested in knowing whether or not a person is competent when utilizing a computer. 

Should e-mails be formal in nature? Similar to texting, in the past, many people would send an e-mail that was informal with no regard to style or grammar.

Today, most businesses are encouraging employees to follow a more formal style of communication; in particular, because this is the No. 1 way most workers correspond with each other throughout the day.

Unlike a letter or being visually present when communicating with another, an e-mail does not display body language or facial gestures. The downside to this is the fact that sometimes a person’s tone or voice inflections can be misinterpreted.

The positive aspect of e-mails is the idea that people can connect and share information quickly and easily. In addition, multiple recipients can receive an e-mail at the same time. Also, an e-mail is comprised as a document that can serve as a record for follow-up. This is good practice for many companies.

Another important factor to consider is that e-mails are not private in a work setting. For the most part, e-mails can be forwarded or computers can be shared. Even deleted e-mails will not simply disappear. Being that a diverse group of people can read an e-mail, it is always wise to write properly, so a negative image is not created due to typos or poorly structured sentences.

When used correctly, e-mails can serve as a powerful tool for communication.

Even though new technologies are constantly evolving, it is imperative that people establish good manners when communicating online. Sometimes it is more tempting to say what you are thinking when typing versus speaking over the phone.

Remember to refrain from sending sensitive or confidential information and try not to challenge another person’s idea in an e-mail.

Basically, seek to connect; not compete. Also, aim to tell—not criticize. It is always wise to proofread your e-mails the same as you would a letter or research paper. Carefully read the words to make certain that you are creating the information and implications you are meaning for a reader to grasp.

It is wise to write clear, concise and accurately whether you are a student, a business employee or simply a friend.

Dr. Sonya Rogers is a certified counselor who lives in Daphne. 

Her column regularly appears in the Daphne Bulletin and Spanish Fort Sun.