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Why we use Email

Why we use Email. EMAIL ETIQUETTE. COMMUNICATING MANAGING EMAIL. COMMUNICATIONS. Communicating is: 55% Body Language 38% Tone of Voice 7% Content When communicating by email you eliminate 93% of the communications process. HIERARCHY OF COMMUNICATIONS. Meetings Face-To-Face Phone Call

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Why we use Email

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  1. Why we use Email

  2. EMAIL ETIQUETTE COMMUNICATING MANAGING EMAIL

  3. COMMUNICATIONS • Communicating is: • 55% Body Language • 38% Tone of Voice • 7% Content When communicating by email you eliminate 93% of the communications process

  4. HIERARCHYOFCOMMUNICATIONS Meetings Face-To-Face Phone Call Voicemail Email

  5. INCOMING EMAILS • Keep a clean In-Box • One Touch Rule: Take action then File or Delete • Have subject folders to file email • Review email daily • Prioritize and discard (Put in folders or Delete) • Save with Dates

  6. ACTION TO EMAIL • Be prompt • Same day response: • Inform sender of status • Consider alternatives- Phone calls, meetings, best method to convey : Thanks, Criticism, Praise, Complaint • Meet deadlines • Be consistent • Do exactly what you say you would do and when you said you would do it (Builds consistency)

  7. ACTION TO EMAIL DELETE: • When Complete • If a repeat • FYI • Old • Saved attachments

  8. OUTGOING EMAILS • Descriptive Subject- Never leave blank • Copy ONLY those that need to be copied* • Assume little • Be to the point and brief- Keep it short, simple and clear • Only one subject per email • If you ask multiple questions you will NOT get answers to all (Guaranteed) • Always use: “Please” ,“Thanks”, “Regards-V/R” • Use SPELLING check, proof read • Use- COPY, PASTE

  9. Don’t change any wording on forwarded or VIA mail • Identify yourself completely every time • TO: is an action item for that person • CC: is an information item to those persons. • BCC: Do Not Use. • Don’t mix Auxiliary Business with personal communications * AVOID USING: Reply All

  10. Document composition • Use developed “Bang” lists • Don’t use color- Use: • Bullets, Symbols, CAPS, Bold, Asterisks, Italics • Don’t use all CAPS (CAPS mean that you are yelling) • DO NOT Blind Copy – bcc • Keep it clean (language) • Void assigning Priority • High, urgent, Confidential

  11. BE CAREFUL • If you don’t want it in print, don’t send it ! • Don’t send in anger • Keep it clean - Avoid humor & sarcasm. • DO NOT send personal member data, CG/AUX Operations info • DO NOT send jokes, political, creed, or race, emails

  12. REMEMBER: • When in Doubt, Don’t Send it Out ! • Read it completely several times before sending • ‘Sleep” on it if necessary before sending • Once the Send/Enter key is hit it never can be taken back. A confidential email does NOT exist.

  13. VIRUS • VIRUS THREATS • Junk mail could contain a Virus • Don’t send messages about Virus Threats as they may be a hoax or a threat themselves • If possible check your outgoing for Virus

  14. SUMMARY Use Email to : • Convey information • Arrange events • Recap or document spoken conversations • Create a paper trail • Send attachments • Send messages to groups

  15. “Man does not live by words alone, because sometimes he may have to eat them”Adlai Stevenson

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