Office Communication and Branding

What We’ll Cover Email Etiquette Answering the phone Websites Publications Stationary and clothing

Email Etiquette: Subject line

Always use them Say something informative Don’t sound like spam Reflect the entire content Shorter is better Update subject line when conversation

changes

Email Etiquette:Using To, Cc, and Bcc

Put names in To field in proper order To is not Cc Do not share private addresses Be aware of escalation with Cc Tell recipients to reply or reply to all Use Bcc with caution

Email Etiquette:Opening and Closing

Do not address people by their full names Be aware of generation preference Use titles where appropriate Move to first person when appropriate Know when to eliminate the opening Signature block

Email Etiquette: Appearance

Fonts should not overwhelm the message Standard 12 point font Black font Do not use backgrounds, emoticons, or

electronic signature quotes

Email Etiquette: Misc. Proofreading Don’t send emails angry

Answering the Phone Oklahoma Cooperative Extension should

be predominant Examples

“Good morning. Oklahoma Cooperative Extension, Tulsa County.”

Oklahoma Cooperative Extension Service, Grant County. This is Suzie.”

Websites Brand your site Keep it updated Keep it simple and easy to use

Publications Brand your newsletters, flyers, and

brochures Be consistent Meet the needs of your audience Provide contact information Include equal opportunity statement and

cost disclosure, if private funds were used

Stationery and Clothing Letterhead Envelops Business cards Wear your OCES nametag and lapel pin Wear OCES logo apparel when

appropriate

This module was put together by Krista Anderson - March 2013

Contact her for more assistance at akrista@okstate.edu or 405-744-7760

Sources: Texas Extension Service, Kim McCrackin, Oklahoma State University