Email Etiquette Guide PDF

Classification | Confidential  wHY ? Classification | Confidential 2  pain points Classification | Confidential 3  Pain points Reduced productivity resulting from unplanned ,poorly written messages that fail to co...

Classification | Confidential  wHY ? Classification | Confidential 2  pain points Classification | Confidential 3  Pain points Reduced productivity resulting from unplanned ,poorly written messages that fail to convey information clearly. Loss of credibility resulting from sloppy written messages that contain errors in grammar, punctuation and spelling Offensive content and tone that damage relationships and can result in lawsuits and embarrassment Loss of confidentiality when e-mail is used to convey private or proprietary information Misunderstandings that occur because the body language ,facial expressions and tone of voice that help people interpret a communication are missing Time wasted writing, reading and responding to e-mail that did not need to be sent, searching for lost messages or compulsively checking for new mail Classification | Confidential 4  Email Etiquette Facilitated by : Dr. Mahmood Classification | Confidential  Ground rules Classification | Confidential  OBJECTIVES ✔ Write clear, concise e-mail that quickly conveys the information people need and gets the results you want ✔ Use your e-mail time more productively by improving your writing process; knowing when and to whom to send e-mail; and managing your e-mail efficiently ✔ Convey a professional image of yourself and your organization through the e-mail you send ✔ Avoid trouble by recognizing what topics and information are and are not appropriate for e-mail Classification | Confidential 7  What is a sentence? Activity on a sheet of paper. Classification | Confidential Classification | Confidential  WORKSHOP STRUCTURE THINK 1 LAUNCH 2 STRUCTURE MANAGE 3 Classification | Confidential  THINK Classification | Confidential 11  PLAN YOUR WRITING Is e-mail the appropriate choice for this message ? Why am I writing this e-mail? What’s my purpose? Who is my audience? What is my reader’s point of view? What’s the main point? What is the most important message? What information should I include? What does my reader need to know? What’s the best way to organize the information? Classification | Confidential 12 Classification | Confidential 13  Reader’s point of view Classification | Confidential 14  The Journalistic triangle Classification | Confidential 15  THINK 1 LAUNCH 2 STRUCTURE MANAGE 3 Classification | Confidential  LAUNCH Classification | Confidential  Mail Dynamics Signatures Salutations Attachments Subject Easy Line Mail Tone Address DYNAMICS Classification | Confidential Classification | Confidential Classification | Confidential  TONE TYPE STATEMENT Polite Please be sure to get me the revisions by Thursday Polite I would appreciate your getting me the revisions by Thursday Casual Got a lot on my plate right now…not sure I can take on the new gif Professional I am very busy at the moment and I am not sure I can take on a new project Abrupt Get me the presentation by Thursday Classification | Confidential Classification | Confidential Classification | Confidential  Make e-mail easy to read USE SHORT SENTENCES USE LISTS B C USE SHORT USE WHITE PARAGRAPHS SPACE D A Classification | Confidential Classification | Confidential  Are you writing to someone inside or outside your organization? Are you writing to a colleague or friend? Have you met or communicated with the person before? Did the person use a formal salutation when addressing you ? Are you writing to someone in another country? DO I ALWAYS HAVE TO USE A SALUTATION OR GREETING ? Classification | Confidential  the e-mail Classification | Confidential 27  Signature Classification | Confidential 28 Classification | Confidential 29 Classification | Confidential 30  to : cc : Classification | Confidential 31  THINK 1 LAUNCH 2 STRUCTURE MANAGE 3 4 PRESENT Classification | Confidential  MANAGE Classification | Confidential  How many messages in your inbox……. Are sitting there unread ? Are waiting for a reply or action ? Should have been deleted or filed away weeks ago ? Classification | Confidential  CONTROL Turn Off your computer’s ‘You’ve got Mail’ signal. Check your Email only at certain time Instead of responding to every mail, cluster your responses Don’t check mail when you’re on phone or in a meeting If you need to concentrate, remove yourself from the temptation Focus on the email you’re writing Classification | Confidential 35  Final Assessment Classification | Confidential  THINK 1 LAUNCH 2 STRUCTURE MANAGE 3 Classification | Confidential  Thank you ! Classification | Confidential 38