EFFECTIVE BUSINESS E-MAILS

Paradigm shift

Academic model Business model

Turn the academic model upside down: write from the reader’s perspectiveClearly state what you want to get done (bottom line) from the first paragraph

Bottom line

Bottom line = major point

Forecast the bottom line in the subject line

WHAT does it mean to use a forecasting subject line?

= how your email affects them includes key words from the bottom line

EG. You work in HR. Which of the following is more likely to pique your interest: A general topic description: Benefits plan A forecasting subject line: Recommendation for

enhancing our benefits plan

What is the recommendation?

Use a forecasting subject line

Examples

Review of...Request for....Proper handling of.....Recommended use of.......Instructions for...Comments about.....

Example of not-so-good subject line: “Notes”Example of not-so-good subject line: “Changes”

Small steps that enhance your results

When should you write them, first or last?How many words?

Should be written lastNo longer than 50 charactersShould not be a question or a sentence

Create a professional image

Make the Organization Visually Apparent

Use headings to forecast the content of your paragraphs. (Like we’re doing with the paragraphs in this slide.)

Write in the Style of Educated Professionals

Bad grammar knocks readers off message and makes the writer look uneducated and careless

AVOID ALL CAPS. Readers will think you’re yelling—which you are.

Avoid the use of smileys. ☺Reserve these for fun between friends and family. In business, they can easily be interpreted the wrong way.

Page layout

Words on a computer screen look different than on paper; people find it harder to read things on a screen than on paper

Use shorter paragraphs

Line length

Some software to read mail does not automatically wrap (adjust what words go on what line).

if there is a mismatch: I've got the price quote for the Cobra

subassembly ready; as soon as I get a decision on the thromblemeister selection, I'll be ready to go. Have you talked to the thermo guys about whether they are ready to go with the left-handed thrombo or do they want to wait and check out the right-handed one first?

Keep your lines under 70 characters

Are truncated by = (equals sign)

Keep it short

salutations

Dear Sir/Madam"Good Morning" and "Good Afternoon" don't

make a lot of sense with email, as the sun may have moved significantly by the time your correspondent gets around to it.

Cultural differences: Germans = formal; Americans less formal

Intonation?

Mild emphasis.Instead of: I said that I was going to go last Thursday.

Say: I *said* that I was going to go last Thursday.

Or: I said that I was going to to go last *Thursday*.

Strong Emphasis

CAPITALS ALLOWED – DANGEROUS!:

Should I just boost the power?

NO!!!! If you turn it up to eleven, you'll overheat the motors and IT MIGHT EXPLODE!!

Return address = self introductions

What do the following tell you?ibm.com people may presume that you are adult,

computer literate, and somewhat stuffy. washington.k12.ia.us - you are under 18.

barbara@thromble.com female - even though barbara could easily be a

man named Peter Barbara.

steve@thromble.com vs steve9672@thromble.com

A has probably been using computers longer than B.

Barbara.J.Periwinkle@thromble.com versus barbiedoll@thromble.com

A is more seriousn

signature

Set up a default siganture

Barbara J. Popescu MBA student in Tourism, Restaurants and Hospitalityhttp://www.master-businessadministration.blogspot.com

attachments

Acceptable attachment name: “Joanna Spataru_Resume 2/5/08 .Pdf”

Unacceptable attachment name: JS.pdf

Ethics: Respect other people’s addresses

Do not forward messages with other people’s addresses