Description
This is a presentation describes on email-etiquettes in corporate world.
.
2/5/2013
? ? ? ?
? ?
A courteous greeting and closing Spell check Read your email out loud A few additions of the words "please" and "thank you" go a long way! All relevant details or information Proper sentence structure (!!! or ??? are perceived as rude or condescending)
2/5/2013
? Emotionally
charged, walk away from the computer and wait to reply ? Avoid Reply to All feature ? To: field are those you wish to send your reply to ? Keep emails brief and to the point ? Always end your emails with "Thank you," "Best regards" - something!
2/5/2013
? DO
NOT TYPE IN ALL CAPS ? Stay away from fancy fonts. ? Use emoticons sparingly to ensure your tone and intent are clear ? Emails in all small case-shows laziness ? Do not use multiple colors ? Think of your business email as though it was on your business letterhead
2/5/2013
? Always
"zip" or compress them before sending ? Never send large attachments without notice ? It is better to spread multiple attachments over several emails
2/5/2013
? Cc:
field for those who you are just FYI'ing. ? Don't use Return Receipt (RR) for every email ? To: field for those who you would like a response from ? From: ensure your name is properly displayed ? Remove addresses from To:, CC; and BCc: that don't need to see your reply
2/5/2013
? Don't
forward emails that say to do so--no matter how noble the cause may be ? Don't forward anything without editing out all the forwarding >>>>
2/5/2013
? In
case of misunderstanding pick up telephone to work things out ? If cannot respond to an email promptly, email back confirming your receipt and expected time for response
2/5/2013
TAG description [action] [due dates] [(EOM)]
?
Good Subject Line Examples
? ?
?
? ?
FYI ONLY: Meeting minutes from 3/14 discussion DISTRIBUTE: Program Induction Training Bob, Joe: need you at noon meeting Wed w/ your updates AGENDA: Staff meeting Thurs 3/12 10:00 pm Sachin: I will attend the PMS meeting & present summary. (EOM) Weekly Minutes Here are the URLs Re: presentation (blank subject line) Unrelated subject line – sending an email with an old subject line that does not relate to this message
?
Poor Subject Line Examples
? ? ? ? ?
2/5/2013
?
?
If you can type your entire message in the subject line and don?t need to write anything in the body of the message - do so! Type (EOM) at the end of the subject line. EOM means “end of message”
2/5/2013
?
In the first 1-3 lines of your email, specify what this email is about.
Does it include action required? ? Does it require a reply back by a certain date? ? What information is contained that the reader will find necessary for their job?
?
?
Use the To: and Cc: addresses appropriately
2/5/2013
?
?
Email is not the right communication tool when “quick response” is needed Use email to convey non-sensitive or non-emotional information
2/5/2013
Recommended Subject Line Tags:
? ? ? ? ? ? ? ?
URG - Stop everything, read me first HOT - Need immediate attention RSP - Need you to respond, either way MTG - New/modified meetings FWD - Forward to your respective group(s) HLP - Need information, assistance with a problem FYI - Just for your information ACT - Needs action
2/5/2013
Rules:
?
?
No discussions in email. When people start "talking" in email, please stop Carbon Copy your manager if you really need to
2/5/2013
? ?
Use Follow Up Flags. If you find you are on a distribution list you don?t need to be on
?
send a note to the originator to be removed.
?
While forwarding the message delete the list of email addresses if not necessary
2/5/2013
Font:
? ? ? ? ? ?
Use standard font throughout the message content Avoid colored fonts in a professional email Be very specific with the use of bold, italic or underline font style Keep the size of the font visible and constant Paragraph and line spacing should be legitimate and visually appealing Avoid short forms or slang (e.g. „u? instead of „you?, „y? instead of „why?, „r? instead of „are?, etc)
2/5/2013
2/5/2013
doc_617896162.pptx
This is a presentation describes on email-etiquettes in corporate world.
.
2/5/2013
? ? ? ?
? ?
A courteous greeting and closing Spell check Read your email out loud A few additions of the words "please" and "thank you" go a long way! All relevant details or information Proper sentence structure (!!! or ??? are perceived as rude or condescending)
2/5/2013
? Emotionally
charged, walk away from the computer and wait to reply ? Avoid Reply to All feature ? To: field are those you wish to send your reply to ? Keep emails brief and to the point ? Always end your emails with "Thank you," "Best regards" - something!
2/5/2013
? DO
NOT TYPE IN ALL CAPS ? Stay away from fancy fonts. ? Use emoticons sparingly to ensure your tone and intent are clear ? Emails in all small case-shows laziness ? Do not use multiple colors ? Think of your business email as though it was on your business letterhead
2/5/2013
? Always
"zip" or compress them before sending ? Never send large attachments without notice ? It is better to spread multiple attachments over several emails
2/5/2013
? Cc:
field for those who you are just FYI'ing. ? Don't use Return Receipt (RR) for every email ? To: field for those who you would like a response from ? From: ensure your name is properly displayed ? Remove addresses from To:, CC; and BCc: that don't need to see your reply
2/5/2013
? Don't
forward emails that say to do so--no matter how noble the cause may be ? Don't forward anything without editing out all the forwarding >>>>
2/5/2013
? In
case of misunderstanding pick up telephone to work things out ? If cannot respond to an email promptly, email back confirming your receipt and expected time for response
2/5/2013
TAG description [action] [due dates] [(EOM)]
?
Good Subject Line Examples
? ?
?
? ?
FYI ONLY: Meeting minutes from 3/14 discussion DISTRIBUTE: Program Induction Training Bob, Joe: need you at noon meeting Wed w/ your updates AGENDA: Staff meeting Thurs 3/12 10:00 pm Sachin: I will attend the PMS meeting & present summary. (EOM) Weekly Minutes Here are the URLs Re: presentation (blank subject line) Unrelated subject line – sending an email with an old subject line that does not relate to this message
?
Poor Subject Line Examples
? ? ? ? ?
2/5/2013
?
?
If you can type your entire message in the subject line and don?t need to write anything in the body of the message - do so! Type (EOM) at the end of the subject line. EOM means “end of message”
2/5/2013
?
In the first 1-3 lines of your email, specify what this email is about.
Does it include action required? ? Does it require a reply back by a certain date? ? What information is contained that the reader will find necessary for their job?
?
?
Use the To: and Cc: addresses appropriately
2/5/2013
?
?
Email is not the right communication tool when “quick response” is needed Use email to convey non-sensitive or non-emotional information
2/5/2013
Recommended Subject Line Tags:
? ? ? ? ? ? ? ?
URG - Stop everything, read me first HOT - Need immediate attention RSP - Need you to respond, either way MTG - New/modified meetings FWD - Forward to your respective group(s) HLP - Need information, assistance with a problem FYI - Just for your information ACT - Needs action
2/5/2013
Rules:
?
?
No discussions in email. When people start "talking" in email, please stop Carbon Copy your manager if you really need to
2/5/2013
? ?
Use Follow Up Flags. If you find you are on a distribution list you don?t need to be on
?
send a note to the originator to be removed.
?
While forwarding the message delete the list of email addresses if not necessary
2/5/2013
Font:
? ? ? ? ? ?
Use standard font throughout the message content Avoid colored fonts in a professional email Be very specific with the use of bold, italic or underline font style Keep the size of the font visible and constant Paragraph and line spacing should be legitimate and visually appealing Avoid short forms or slang (e.g. „u? instead of „you?, „y? instead of „why?, „r? instead of „are?, etc)
2/5/2013
2/5/2013
doc_617896162.pptx