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EMAIL: A communication tool, not something to abuse others with

EMAIL: A communication tool, not something to abuse others with. Presented and Created by: Heidi Matthews Note: names have not been changed to protect the innocent. E mail only those who need it M ake it manageable A ppropriate? I nclude description L imit the history.

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EMAIL: A communication tool, not something to abuse others with

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  1. EMAIL: A communication tool, not something to abuse others with Presented and Created by: Heidi Matthews Note: names have not been changed to protect the innocent

  2. E mail only those who need it M ake it manageable A ppropriate? I nclude description L imit the history

  3. 1. In your inbox screen 2. Go to Tools 3. Out of Office

  4. Who needs to know?

  5. Don’t automatically “Reply to All” Set a time for follow up—meeting invite

  6. Before you CC, ask yourself. . . • Need to know? Or Nice to know? • Action required? • Are you trying to apply pressure? • Is that appropriate?

  7. Make it Manageable • Create Folders • Respond only once--Send only once • Utilize “Follow Up”

  8. Taken from FOCUS by Franklin Covey

  9. Menu bar Create • Select Folder • Name your folder

  10. Don’t send short emails from your Blackberry. . . if you need to send additional information

  11. Inbox Menu Bar • Select Follow Up • Complete the dialog box

  12. Categorize Prioritize

  13. Appropriate? • Do not use harassing, discriminatory, or obscene language • Beware of hidden readers • Could mom read it? • Do not use email to vent • Do not email out of convenience • You are not a teenager on Instant Messaging, spell it out and utilize lower and upper case letters

  14. What if this gets forwarded or printed?

  15. Use your fingers to dial, not hit send

  16. This is a telephone Use it for: • Delicate conversations • Quick simple questions • Need quick response Do not use it: • You have already emailed • Your reader needs to evaluate your response

  17. 1. Inbox 2. Tools 3. Preferences

  18. Spell Check does not “catch” words spelled correctly

  19. Request for. . . • Proposal for. . . • Report of. . . • Information about. . .

  20. Reply with History • Limit the History • Summarize and Send fresh • Time for a meeting/conversation? • Answer question with history or clarifier • “yes” to what?

  21. It’s time for a little Horse-Play!

  22. Send a Meeting invitation

  23. E mail only those who need it M ake it Manageable A ppropriate? I nclude description L imit the history

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