The Research of e-Mail

1. The Research of e-Mail How to Write a GREAT e-Mail Jessi Rose

2. Writing vs. speaking • E- Communication (E-Mail), hybridizes the distinctiveness of Speech and Writing, Unique in its character, therefore unique problems for its communicators • Writing – Make Formal, Make it So. Jessi Rose

3. Writing vs. speaking • Speaking – tends to occur synchronously with communication “it disappears” • E-Mail – take the medium of both, it partakes in the speaking as writing does not, the “visual grammar” of the body language, pause, rate, and tone • Immediate like speaking but unpredictable • Because it is on Paper, makes it permanent Jessi Rose

4. Writing Sensible e-Mails – From www.43folders.com • First • Before you type one thing ask yourself the following questions. 1, Why am I writing this? 2. What exactly do I want the result of this message to be? Jessi Rose

5. Writing Sensible e-Mails – From www.43folders.com • Second • Get What you Need • Provide Information • Request Information • Request Action • It should be clear to the recipient what type of e-Mail you are sending Jessi Rose

6. Writing Sensible e-Mails – From www.43folders.com • Third • Write a Great Subject Line • Be descriptive • Be to the Point • Be Precise Jessi Rose

7. Writing Sensible e-Mails – From www.43folders.com • Fourth • Brevity is the soul of …… Getting a Response • Must fit into one Screen with OUT scrolling • Do not join subject… Send a new e-Mail • Fifth • What is the Action • Add Text Headers at the top of e-Mails • Use Voting buttons to make sure it is understood Jessi Rose

8. Writing Sensible e-Mails – From www.43folders.com • Sixth • Good Ideas • Make it easy to quote – short and sweet • Don’t chuck the ball – Minimize noise • A reminder never hurts • Never mix, Never Worry – • No Thanks – You don’t always have to have the last e-Mail Jessi Rose

9. Other good Tips • Use the CC and BCC only where appropriate • Know the difference between bouncing or redirecting and forwarding e-Mails • Show Courtesy and Politeness • Know when to write an e-Mail, or to choose another type of communication Jessi Rose

10. E-Writing – Effective CommunicationBy Dianna Booher • Know what type of medium is the correct • Phone, E-Mail, Fax, Report • Good Communication, fast or not, is Priceless • Reference these: • Impact: Follow protocol formal or informal • Reference: Can be used as documentation • Speed: • Distribution Jessi Rose

11. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 1: Consider your Audience – What they know, what they want, what they need, how they’ll use it • Will there be a single Reader or Multiple Readers – Multiple documents, Different documents for different readers, arrange ideas on NEED to KNOW • What are the interests of your Audience • How will readers use this information • How much do your readers already know Jessi Rose

12. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • THINKING IS HARD WORK. – THOMAS EDISON Jessi Rose

13. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 2: Anticipate Special Reader Reactions • Will there be skepticism? – Do you need to prove yourself or make a point • Is there personality or situational problems - i.e. Will the e-mail create more work for someone, Will it be too personal, Does it have a short Deadline Jessi Rose

14. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • DO NOT use traditional formatting (Summary, Body, Appendixes), the most important are buried in the last sections • As a writer, you must have the most important information upfront, Using a Descending Arrangement give Readers control Jessi Rose

15. E-Writing – Effective CommunicationBy Dianna Booher Reader can jump off the hill at any point and still have the picture below. Writing in this format, you allow readers to stop reading whenever their interest or time dictates. Jessi Rose

16. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • Descending Arrangement • This arrangement of information makes details clear and allows readers to control how much or how little elaboration they want Jessi Rose

17. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • Descending Arrangement – Key Ideas 1st • Conclusions and Recommendations • Conclusions – Causes and concrete information • Recommendations – What is needed with concrete information • Methods and Findings • Analysis • Investigations • Appendixes Jessi Rose

18. E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • The MADE Format • M: Message – State the bottom-line message of interest to your Reader • A: Action – Make recommendations or state any follow-up actions you want from readers or that you plan to take • D: Detail – Elaborate on the necessary details: who, what, when, where, why, how, how much? (discussion) • E: Evidence – Mention any attachments or enclosures you’re sending to make the message clearer or more authoritative or the action easier. (forms, tables, charts, graphs, copies, of past correspondence, and so forth) Jessi Rose

19. E E E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • The MADE Format- Plan Sheet Jessi Rose

20. E E E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • Outline your information • Organizes your message • Speeds up drafting processes • Eliminates major revisions, etc • Helps you keep your place in the process • Helps you discover missing or incomplete information • Eliminates repetition • Helps set schedules and deadlines Jessi Rose

21. E E E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 3: Outline your Message Functionality • Use Thinking Maps or Idea Wheels • Bubble maps • Random Lists Jessi Rose

22. E E E-Writing – Effective CommunicationBy Dianna Booher • “Putting Pen to Paper lights More Fires Than matches every Will.” – Malcolm Forbes Jessi Rose

23. E E E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 4: Develop the First Draft Quickly • Use this step Only in Writing very Long informative documents or e-Mails. • Collect Data • And Remember Jessi Rose

24. E E E-Writing – Effective CommunicationBy Dianna Booher • “In any type of writing, no sentence can be both accurate and grammatical when written after 4:30 on Friday. However, the error will be obvious by the first coffee break on Monday” –William Horton Jessi Rose

25. E E E-Writing – Effective CommunicationBy Dianna Booher • Email Exchange • Step 5: Use a Checklist: • Structure and Content – Clear, Accurate, Complete • Layout – Easy to Skim, Headings?, • Grammar • Clarity – Clear transitions, Concrete words, Logical • Conciseness • Style – Direct and clear, Positive Jessi Rose