Effective communication is an essential skill for safety professionals. Whether you're communicating through an internal memo, safety training or in person, it's important to ensure that your message is understood. This is just as important when you're sending a message electronically. Email has become commonplace. But that doesn't mean that everyone uses it effectively. This article will give you eight guidelines to help you write clearer and more effective email notes.

1. Write a Specific Subject Line

Your recipient may receive hundreds of emails in a day and doesn't have a lot of time to spend trying to decipher your message. He needs to be able to tell at a glance:

• What your message is about; and
• Whether he needs to open it now or can wait until later.

Having a subject line that reads "Must see you now" or "Let's meet next week" will help the recipient prioritize your message.

2. Get to the Point Fast

State your main point first and summarize the message in a sentence or two. Then you can expand on the topic. "We need to replace the Number 3 kiln. Let me give you 4 good reasons." Don't save vital information for the end of the message. Sometimes the end of an email can be lost when copying from one format to another. And your reader might just lose interest before reaching the end of your note.

3. Use Plain Language

Unless you are writing to someone who understands the jargon, use only everyday words. If you can't figure out how to write something, try saying it aloud first. The straightforward approach and simple language we use when we speak generally translates well into writing.

4. Be Courteous

Generally speaking, email doesn't do justice to wisecracks, criticisms, touchy topics, enthusiasm and other emotions. Communications involving these matters are best handled in face-to-face conversation, or at least on the telephone.

5. Be Professional

Take the time to spell-check and proofread your message. Double-check any dates and figures.

6. Provide Sources

Refer your reader to sources for additional information. Indicate where to find the financial report, chemical analysis or building specs you are discussing. If you're providing a website address as a source, be sure to include the entire format (e.g., http://www.safetyxchange.org).

7. Include Your Current Contact Information

Let recipients know how they can reach you right now. "I'm on the plant floor today until 4 p.m. at extension 123." If appropriate, include your full name, mailing address and company phone number.

8. Avoid Email Acronyms

Certain acronyms such as BTW (by the way), CWOT (complete waste of time) and IMHO (in my humble opinion) have become trendy. The problem is that not everybody knows what they mean. So try to avoid using them. As a longtime email user you may have BTDT (been there, done that), but that may not be the case for your reader. So if you use acronyms you may find that YOYO (you're on your own).

Conclusion

Email has certainly sped up communications. But that doesn't mean it's improved communications or replaced the rules governing traditional forms of communication. You still need to pay attention to ensure that your message is read and is clear. And that is the EOD (end of discussion).

SUPER BOWL SAFETY

SEAHAWKS

What It Is: The seahawk is the nickname for a bird of prey known as the osprey. The pacific green, blue and silver team colors of the Seattle franchise look good on a football helmet. But in real-life, the osprey is dark chocolate brown and white with a black line through its eye.

Where They "Work": The osprey can be found not just in the Pacific Northwest but in every continent on the globe, except Antarctica. It's the world's most widespread raptor. The osprey feeds primarily on fish, which it catches using its four spine-covered toes.

PPE: The osprey is equipped with a natural form of personal protective equipment - a nose guard. It can close its nostrils so that water doesn't get in its nose when it dives.

SEAHAWKS QUIZ

1. How many Super Bowls have the Seahawks won in their history?

a. 0
b. 1
c. 2
d. 3

2. Who was the first person to coach the Seahawks?

a. Mike Holmgren
b. Jack Patera
c. Chuck Knox
d. Tom Flores

3. Which former Seahawks Hall of Fame wide receiver is now a U.S. Congressman?

a. Steve Largent
b. Jim Bunning
c. Alan Page
d. J.C. Watts

4. Where did the Seahawks used to play their home games?

a. Lambeau Field
b. The Kingdome
c. Candlestick Park
d. The Coliseum

5. All of the following have played quarterback for the Seahawks EXCEPT:

a. Jim Zorn
b. Kurt Warner
c. Dave Krieg
d. Rick Mirer

6. True or False: The Seahawks once played in the AFC.

ANSWERS:

1. The Seahawks have never won a Super Bowl; this is their first appearance; 2. Jack Patera; 3. Steve Largent; 4. The Kingdome; 5. Kurt Warner. However, the Seahawks did have a running back with the same name - but he spelled his first name "Curt"; 6. True. The Seahawks moved to the NFC about four years ago.

BY THE NUMBERS

Super Bowl Security

According to The Detroit News, security for the Super Bowl XL is equivalent to that of a presidential inauguration. Here are some of the stats:

18 months to prepare and coordinate security efforts

50+ federal, state and local law enforcement agencies involved, including Canadian air marshals and other Canadian law enforcement officers

10,000 security personnel

100s of police stationed in and around the stadium

300-foot security perimeter fence around the stadium

30 nautical mile "air cap" that extends into Canadian airspace

18,000-feet restriction in "air cap" (private planes can't fly under 18,000 feet)

100 extra prisoners can be held at Wayne County Jail

Source: The Detroit News, January 25, 2006

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