Post on 22-Mar-2020
INTRODUCTION
Welcome
Goals:
Learn about the goals of effective professional writing/emails. Learn strategies to write more professional and courteous
emails Practise the difference between formal/informal email writing.
NEW COURSE
Brand new course developed by HELPS and UTS Careers Service
You are first participants
Eager to get your feedback, comment and review
Feedback surveys during the course.
Video testimonials / written comments
TODAY’S AGENDA
• Icebreaker / warm up • Professional email writing fundamentals • Increase your skills • Effective strategies for professional email writing.
ICEBREAKER
Icebreaker of choice.
DISCUSS WITH A PARTNER/GROUP THIS QUOTE
• Do you agree or disagree with this quote? • What comments do you have in relation to this quote? • What type of emails annoy you?
INITIAL EMAIL WRITING
Write an email to Visesh. Need logisitcs report ASAP as you have to present it to
the management team tomorrow.
• In your group – read each box. • Agree and disagree with the comments above. • Can you add any more to the list?
Top 10 Most annoying things about professional email communication.
ACTIVITY –SOME DO’S AND DON’TS
STRUCTURE
What’s the best structure for most professional emails?
STRUCTURE
What’s the best structure for most professional emails?
EMAIL MISTAKES
• What do you think of the above quote?
• What are some of the worst email mistakes you have made in the past?
AVOID
Generally try to minimise your role of BLOCK, underline or BOLD / italics in emails. It can give the wrong impression
What impression do these things give- see the next slide for examples.
IMPRESSIONS?…
1. ‘Gregory -I said I need it ASAP’
2. ‘Can you DO IT NOW!!!!!’
3. ‘NO, I NEED A CHEAPER PRICE!’
4. CAN YOU SEND ME THE REPORT FROM LAST WEEK PLEASE?
VIDEO WATCH
https://www.youtube.com/watch?v=jBIG3_YVub0
Make notes on the tips of effective email writing that the presenter outlines.
BEST PRACTICE FOR PROFESSIONAL EMAIL COMMUNICATION
THE 4 C’S OF EFFECTIVE EMAIL COMMUNICATION
SO, WHAT’S WRONG HERE?
Feedback and review
• What’s wrong? • What impression is given by this email? Why? • What can be improved? • How would you rewrite this email? (GROUP JOINT ACTIVITY – JOINT CONSTRUCTION)
MODEL ANSWER
SO, WHAT’S WRONG HERE?
• What’s wrong? • What impression is given by this email? Why? • What can be improved? • How would you rewrite this email? (GROUP JOINT ACTIVITY – JOINT CONSTRUCTION)
OUR PROFESSIONAL EMAIL COMMUNICATION TIPS Always try to make emails concise, clear and ‘to the point’
without sounding rude, angry or aggressive. Ask yourself if an email is even necessary? Would it perhaps
be better (or even preferred) to speak directly to the person(s) involved?
Shy away from sending individual people sitting next to
you/across from you an email if you can. Go and talk to them in person first!
OUR PROFESSIONAL EMAIL COMMUNICATION TIPS (2)
It’s good to remember that our written emails are a reflection of our professional brand and image. Also, don’t let a hasty angry ‘reply all’ or an insensitive joke or awkward picture stuff up and undo all of your good work in the office.
Before hitting that ‘send’ button make sure you spell and grammar
check your drafted message. We’d also recommend going easy at work particularly in your first weeks
and months on emoticons and abbreviations such as L.O.L, B.T.W, O.M.G, B.R.B (be right back) etc..
Do you have any more tips to add here?
ACTIVITY
The following email is far too casual for a professional work environment. • What are at least 5 mistakes in this email. • Then, please re-write the email in a professional tone. (keep the purpose/aim the same
however).
ACTIVITY – CLEARER WRITING
Work on making this email clearer and more effective (see separate handout).
VOCABULARY
What are all of these things called in English?
VOCABULARY
What are all of these things called in English?
FURTHER THINGS TO CONSIDER
EMAIL NETIQUETTE
Try our email netiquette true or false quiz
(see separate handout)
FINAL WRITING
This email is too informal. Please rewrite it in a formal and polite manner (keep the purpose the same however).
FINAL ROLE-PLAY ACTIVITY (SEE SEPARATE HANDOUT)
SUMMARY
FEEDBACK