Effective Emails Presentation

Effective Emails Presentation

• 1.
  Effective Emails
• 2.
  Ask Yourself Do peoplerespond to your emails in the way you want them to? Or do they seem to ignore them, or miss important information?
• 3.
  Effective Emails This presentationwill provide some email writing guidelines that will: 1. Make you look more professional. 2. Make it easier for your clients to understand and respond to your email. 3. Keep you and your company out of trouble.
• 4.
  Common E-mail Mistakes 10common e-mail habits that waste time and cause problems: 1. Vague or nonexistent subject line. 2. Changing the topic without changing the subject. 3. Including multiple subjects in one note. 4. Sending before thinking. 5. Inadvertent replying to all. 6. Omitting the context of a reply. 7. Shooting the messenger. 8. Misaddressed recipients. 9. Displaying addresses of recipients who are strangers to each other. 10. Replying vs. forwarding.
• 5.
  Talking Points Talking Points: 1.Addressing 2. Subject Line 3. Message Text 4. Signature Line 5. Attachments 6. Style 7. Confidentiality and Security 8. Managing Email
• 6.
  Addressing Limit to whoreally needs to know. Make it clear in text who has action and who is info addressee. Use BCC to protect Email addresses unless everyone knows each other. Watch Reply All. Use address book with mail groups & validate often. • Avoid typing addresses free hand; many addresses are similar; watch auto fill. • Send the same message to multiple recipients by editing message as new or cutting and pasting. Make sure “forward” does not embarrass sender. • Get permission if in doubt. • Never “diss” sender in forward or reply. Fill in addresses last to avoid sending an incomplete Email by mistake.
• 7.
  Subject Line Headline (thinknewspaper). Grab Attention. Summarize message. Make it easy for recipients to search your Email and find it later. Don’t “Reply All” to a message without changing subject. Avoid using vague subject lines. • Ex: "Meeting," "Update," or "Question" If your message is one of a regular series of emails, such as a weekly project report, include the date in the subject line. If your message needs a response, you might want to include a call to action. • Such as: “Please reply by November 7”
• 8.
  Message Text Keep themessage focused and readable. Keep it short. Break into paragraphs; skip lines between. Use short sentences and active voice. Use plain text editor, not MS Word. Avoid fancy typefaces. Write in standard professional English with Capitalization and correct spelling. • Don’t try to impress. • Avoid chat speak, e.g., Gr8 & emoticons,  Don’t type in All Caps – like yelling. Avoid !!! Avoid using URGENT and IMPORTANT. Proofread & spell check.
• 9.
  Message Text Quote backselectively when replying to long messages. • “Yes, I agree.” is useless without context. • Avoid replying line by line in an argumentative manner. For URL links use SNIPURL to shorten long URLs or enclose in < >. • Free service http://snipurl.com Identify yourself clearly to cold contacts. • Hello, I am… The reason I am writing… • Hello, “Name” suggested I contact you… Respond Promptly. • Apologize if you don’t. • Interim reply when too busy. Don’t shoot the messenger.
• 10.
  Message Text Self-edit, everytime. • Don't just write and click "send." • Reading your message multiple times can help you trim down your messages and make them more understandable. Always remember that - in most cases - recipients aren’t going to sit down and read your entire message. They need you to show them where, why and how they should take action.
• 11.
  Attachments Use sparingly. Cut andpaste relevant parts of attachment into text of Email. Use links for large files (www.sendspace.com).
• 12.
  Signature Line Be carefulwith HTML formatting because your signature may not appear for everyone. Always include your phone number in plain text just in case the signature doesn’t appear to certain clients.
• 13.
  Style Threads • Multiple repliescan get out of hand, but continue them to maintain the thread. • When they start to drift start a new thread with explanation. Forwarding stuff, e.g., chain letters • Avoid; annoys most people. • If you must forward, strip out addresses and use BCC to hide your address list. • Do not copy a message or attachment without permission. Chill out! • Avoid sending a hostile reply to an angry Email. • Wait 24 hours. • Write, but don’t send. • Don’t reply at all and let them wonder. • Offer to speak by phone or in person; Email is not a good tool for “clearing the air.”
• 14.
  Style Leave no recordof sensitive or emotional responses. Never say in Email what you wouldn’t say in person or would not like to defend in court. Once you hit “Send” you have lost control of the Email. • You can never be certain that it was erased from all locations. • Think of all Emails as Permanent.
• 15.
  Confidentiality & Security Protectingyourself • Delete browser history, cache, cookies and passwords after using a public Internet connection. • Logout and close all Apps after using a public Internet connection. • Don’t conduct company business on non-secure personal computer. • Back up your Email. • Install a good security software on your computer. • Never share account info, even with family. • Use strong passwords.
• 16.
  Managing Your Email OrganizeEmails into folders. Keep a copy of all sent Emails. Review and clean out folders periodically. • Good for rainy day or slow day at work. Declare Email bankruptcy: • Inbox clogged with overdue responses. • Send Email to all correspondents apologizing for not replying and asking them to resend important Emails. • Delete all old messages in Inbox. • Then check your inboxes daily. Use separate Email channels for separate communities: Professional Business Family and friends Hobbies and interests Use “out of office” agent when away.
• 17.
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