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Communication in a time of budget constraints

Learn how to ensure your emails are read and effective despite budget constraints. Discover tips for composing, replying, and practicing email etiquette. Also, explore security considerations to protect your information.

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Communication in a time of budget constraints

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  1. Presented by the District Election Technicians NCADE Conference, April 20-21, 2009 Communication in a time of budget constraints

  2. Part II Enlightened E-mail

  3. Did you know……? • Almost 88 percent of all Internet users in the U.S. use e-mail. • A recent report estimated that over 7 Trillion e-mails were sent worldwide last year. (That’s only slightly less than the national debt) • The average office worker now gets between 60 and 200 messages a day. Enlightened E-mail

  4. With all that traffic, how do you ensure your email gets read? Enlightened Email

  5. Making sure your e-mails are read • Subject lines should clearly state purpose • “Display name” should indicate the individual sending the email • Mary Smith, ABC County Board of Elections, or • ABC County Board of Elections? • Be brief – one topic per e-mail – don’t overload your recipient • Be specific – state the desired action clearly and any pertinent deadlines or requirements • Put contact information in a simple signature Enlightened E-mail

  6. Composing Your Message • Think first, write second • WATCH YOUR TONE!!!!! • B careful not 2 abbrvt 2 much. Thx. • Eliminate backgrounds or graphics unless they are needed. • Send attachments by request or only to the appropriate person • Spelling and Grammar count – make your English teachers proud! Enlightened E-mail

  7. Replying to E-mails • Before replying, check your settings. Reply All or Forward All sends your message to EVERYONE who got the original email. • Don’t get into a “Thank you”/”You’re Welcome” cycle of sending notes • Remember e-mails sent by your office may show up in places you never imagined. • Rule of thumb: If you wouldn’t put it on your letterhead, don’t put it in an email! Enlightened email

  8. E-mail Etiquette (“netiquette”) • “Please” and “Thank you” are powerful words – state your requests appropriately. • What does your email address say about you? • JohnSmith@greatemail.com, or • JackRabbitSmithDaddy@greatemail.com • Use attachments with discretion – when sending pictures consider a low resolution file or a link to a storage site (photobucket, flickr) • Be aware of emotions conveyed in e-mail – sometimes what we mean to type isn’t what the recipient reads Enlightened E-mail

  9. Security Considerations • Follow recommendations of County IT Dept.: • Microsoft updates • Anti-virus updates (current?) • Adhere to county policies regarding use of computers • Notify County IT immediately if infection is suspected • Computer begins to run slower • Excessive pop-ups/ads Enlightened E-mail

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