Emailing Insight : An essential element for career
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Transcript of Emailing Insight : An essential element for career
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Last Modified: March 17, 2017Prepared By : Rahul Thakur
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What is Email Etiquette
Importance of Email Etiquette
Using Email as Communication Tool
Asking Few questions before sending email
Characteristics of en effective email
Understanding the tone of your email
Understanding Reader/Audience
Understanding TO CC BCC in emails
Understanding your message`s impact
Crafting a strong Subject Line
Crafting a strong message
Review-Check your messages for
Forwarding & Receiving Forwarded messages
Email Etiquettes
Working With Attachments
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Email has become so common and so easy to use that it is easy for us to become careless and fall into bad Email habits. Its Important mainly because:
Etiquette governing communication on the Internet
Rules for how to communicate appropriately and respectfully online
What is email etiquette?
Importance of Email Etiquettes
It shows your personality.
Makes you look more professional.
Makes it easier for your correspondents to understand and respond to your Email.
Keep you and your organization out of trouble.
Makes it more likely that you’ll get the response you want.
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Using Email As communication tool:
Business Communication
oFastoEasy oConvenient
oMechanical MistakesoNot reader friendlyoNegative/Offensive ToneoSent to wrong people
Advantages:
Common Email Mistakes:
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Is email the best method for this purpose?
Who Should receive the information?
When should you send the email?
What is the purpose of sending email?
What is the best way to present this information?
At the right time
To the right people
Clear purpose
Subject
Ask these questions for sending email:
Characteristics of an effective email:
Introduction
Reader friendly
Free of errors
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oSincerity
oSarcasm
oConcern
oHumor
oAnger
Understand the tone of your email:
Body Language
Voice Inflection
ToneExamples of tones conveyed
Negative Tone:
PositiveTone:
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If you are angry upset:
Understand the tone of your email:
Reader`s Perceive tone in email messages
How a reader starts about reading an email:
Readers will analyze their relationship with the writer
Readers will analyze the email wording & formattingo Don’t use all capitals no highlightso Don’t use excessive punctuationo Avoid using emoticons
Write the emailWaitRead it aloudDon’t sendRevise twice
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What level of formality is expected
What will be their reaction
When or how often do they check email
Understanding your Audience/reader
Courtesy copy
Understanding TO CC & BCC in email
Blind Courtesy copy
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Ask whether an email is necessary?Unnecessary emails = negative impactMessages that saves time = Positive emails
Ask whether you have planned the emailIs the message clearTake time to craft a positive and impactful email
Impact: effect of one thing on the other“What is the impact or impression of your email on the recipient”
Be conscious of your messages impact:
Prime time when people read emails:
Understanding your message`s impact
o What is saido How is it saido Who receives ito When is it sent
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Remember 3C`s
Purpose : Craft the main purpose of the message
Appearance: Craft the appearance
Tone : Craft the tone-
ClearCompleteConcise
Include a specific & Complete subject line-Why?Use clear routine wordingConcise subject line
Tips:
Crafting a strong and impactful message:Think before your craft:
Personalize the message
Write with the readers reaction in mind
Avoid emails in haste
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o Purpose: Identify the problem and provide an action plan
o Appearance : one main Idea + Steps
o Tone : Focus On Improvement/ Offer help
Hi Rahul,
Two employees are struggling to complete their work on time
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Hi Rahul,
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Omitted words :
Check your message for :
Wrong words :
Grammar:
Typos
Correct information
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Final Review Before tapping the send button- Its will just take 5 seconds
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Forwarding & Receiving Forwarded Messages :
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Email Etiquettes :
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I am sure this must have happened at some time or the other
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Review Attachment
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What’s Your Message?THANK YOU