Proper Use of Email

I have much to write to you, but I do not want to use paper and ink. Instead, I hope to visit you and talk with you face to face, so that your joy may be complete. 2 John 1:12

I am loving technology right now. To give you the short story my computer is dying and is on life support. I have kept this computer running for a year and I am about to give up. It is virus free runs like top, but it is physically failing me. The power supply keeps surging, shorting, and over-heating the computer.

First and foremost, I pride myself in my knowledge of the Bible, but I also pride myself in my knowledge of computers. There are certainly people who know much more than me. But for someone who has absolutely no training, I do fairly well. When people have problems with their computers, I am happy to help them out as long as it is not too time consuming. I recognize I have better things to do with my time and so if it takes more than 10minutes I recommend they get professional help.

But the time has now come for me to make a new decision on a computer. I am tired of fixing and maintaining my computers. I am looking to enter the world of the Mac. Window Vista scares me. And from what I have been told, it should. I recently spoke with someone who is "in the know" who spends all day fixing PC's. They have a Mac at home, because they don't want to spend their time at home fixing their computer like they do at work. I have been using PC's for more than 20 years now. This is going to be a big change.

What does this have to do with anything? The point is that I am frustrated with technology. And I am frustrated with email. Actually, I should say that I am frustrated with the misuse of email. Email is something that is very beneficial, but is something that is very dangerous when it is misused.

When John wrote his second epistle, I doubt he envisioned email. But his point is clear! Nothing beats a face to face, heart to heart conversation. Email has its time and place, but it should never substitute the personal touch.

So here are some simple rules of thumb for proper email etiquette:

1. Never forward and email that tells you to forward this email to all of your friends. This is one way in which viruses are transmitted. Beyond that, most people get more emails than they really want. We are overloaded with information. These supposedly cute, funny, informative emails are often designed to waste people's time and productivity. If you are like me, you know the usual suspects: "An interview with God", "New dangerous virus discovered", "Watch out for syringes in the seats at movie theaters."

If you are really interested in these "Urban Legends" and such, visit www.snopes.com. There you can find the Hottest 25 Urban Legends. The top three legends today are: 1) Sears maintains benefits for military reservists, 2) The Golden Compass movie's anit-God bent, and 3) Watch out for the "Life is Beautiful Virus."

If for some reason, you do choose to forward one of these emails. Then please clean it up before you forward it. Get rid of all the addresses of people it has previously been forwarded to. And make sure that no one needs to open up an attached email to be able to read it. When you open an email the text should be right there.

Always, always verify that the information you are forwarding is indeed true. Even if it says that it has been verified on snopes, does not mean that it actually has been. As Christians we are called children of the light and children of the truth. If we begin to forward and pass on untrue information to others. We will be seen as gullible and people will begin to question the truest message we have about Jesus the Savior. Don't allow others to be able to question your ability to discern the truth.

Finally, never, ever, ever forward an email that is being sent out as a petition. Bill Gates is not going to give you a million dollars for signing and forwarding an email. Have you ever thought about how is this email going to get back to the person who originated the petition to be signed. Just so you know, Madalyn Murray O'Harra or whatever her name is, she is dead, and ABC has already taken Touched by An Angel off the air a long, long, long time ago.

The best thing to do with most all of these emails is delete them before you ever read them. Don't waste your's or anyone else's time. I will tell you now, people rather receive a message from you personally rather than something your are passing on to perpetually fill all our in boxes with spam.

2. Do not use email to criticize anyone or to express a concern. Email will inadvertently distort what you are trying to communicate because there is a lack of body language.

Always think twice before you hit the send button. It is often too easy to hit that button. Make sure you fully consider how the message will be received on the other end. I remember awhile back I read that George W. Bush never uses email. It is not because he doesn't like technology. Rather he does it so that his email will not be taken out of context, used against him, and used as ammunition for his dissenters.

3. Do not use email to resolve an issue. If an email requires a sequence of more than one reply, you are better off picking up the phone.

4. Do not use email to personally recruit. This applies very much to the church. Sure it is ok, to send out generic, general invitations for others to be a part of something. But the best invite is the personal invite. Email is not a substitute for the personal invite. Pick of the phone, or better yet, do it face to face.

5. Do not expect a reply to your email or that your email got through. There are many, many people who own a computer and have email, but that does not mean that email is a part of their world, like it is a part of your world. We all communicate in different ways. Email is a good form of communication but it is far far from perfect. Also keep in mind that technology fails. There are virus scanners and spam blockers. Sometimes the wheat is thrown out with the chaff and there is no guarantee the email got through unless the person actually replies to you.

6. If you receive an email that is critical of you or points to a difficulty in your relationship. Do not respond. Remember that it is unlikely the person really meant what you are perceiving as an attack. Your replying by email will add fuel to the fire. Pick up the phone, or better yet, do it face to face.

7. Use email for announcements, reminders. Keep emails short and specific. I personally do not often read emails that are more than a paragraph or two long. Sometimes! If it captures my attention, but more often than not, I don't have the time to sit there and read all these long emails.

8. Use email to compliment and thank people. I would not have email replace a thank you note in the mail. But we all appreciate have a quick line of appreciation sent to us.

9. Do not use email to send ecards. This is a well known way to disseminate viruses. Unfortunately, a few bad apples spoil the whole bunch.

10. Use email to communicate items for prayer and special occasions such as the birth of a child. But be careful not everyone appreciates getting an email announcing your child has been potty trained. (BTW- Abby is now officially potty trained as of two weeks!!!!!!!)

11. Send emails to those who would desire to receive emails from you. Don't send unsolicited emails unless your have permission or have a relationship that allows you to do so. Don't send anything that you would not talk about with that person face to face.

12. Use group emails for their intended purpose. If participate in a group email. Make sure that the emails you send are in line with the intended purpose of the group.

There is probably more, but that is enough for now. I've need to go and check my email!