Effective E Mail Communication
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The document provides tips for effective email communication. It discusses elements like subject lines, formatting, attachments, writing long messages, addressing recipients appropriately, and delivering bad news over email. It emphasizes keeping emails brief, using proper grammar and spelling, and reviewing emails before sending. The document also notes that phone calls or in-person meetings are better for delicate topics or heated discussions.
Effective E Mail Communication
- 1. Before you hit Send…Effective E-mail Communication-VivekGhiria
- 2. Sole ObjectiveTo exchange information effectively
- 3. The elements of Email EtiquetteCC and Bcc AddressSubjectGeneral formatAttachmentsWriting long messages
- 4. Whom are you sending mail - Respect the reader’s time – Please avoid including unnecessary or unwanted recipientsBcc (Back Carbon copy) : For your information only and No Action
- 5. Subject Matters..Subject determines the importance of the e-mailShould be helpful to track in futurePut appropriate prefix like – Reminder, Request, FYI, etc. Always include the Application Name in subject line
- 6. General Format: The BasicsTry to keep the email brief (one screen length).Check for punctuation, spelling, and grammatical errorsUse a font that has a professional or neutral look. Verdana-10Prompt Reply to e-mails
- 7. Lists and BulletsWhen you are writing directions or want to emphasize important points, number your directions or bullet your main points.
- 8. AttachmentsFile name should be relevant to content of mailWrite the purpose of attaching file.
- 9. When your message is longCreate an “elevator” summary.If you require a response from the reader then be sure to request that response in the first paragraph of your email.Create headings for each major section.
- 10. Of all of our inventions for mass communication, pictures still speak the most universally understood language.- Walt Disney
- 11. Use Screen ShotsAdvise & AdviceRevert & Revert backQuotes in signatureI told the doctor I broke my leg in two places. He told me to quit going to those places
- 12. Delivering Bad NewsDeliver the news up front.Avoid blaming statements.Maintain a positive resolve.
- 13. Do not take your reader by surprise..Do not wait until the end of the day to introduce a problem or concern via email.
- 14. Avoid writing a list of concerns that you have been harboring for a long period of time.Finally – Read your Mail againRead again before sendingSpell check doesn’t prompt you to correct ‘Bed’, if written instead of ‘Bad’Important mails should be reviewed by other support staff
- 15. Flag your e-mailsFlag e-mails if mail should be reviewed later and set alarm Setting up of alarm avoids missing the task
- 16. When Email Won’t WorkThere are times when you need to take your discussion out of the virtual world and make a phone call.If things become very heated, a lot of misunderstanding occurs, or when you are delivering very delicate news then the best way is still face-to face.
- 17. Communication means in RnD ITAcknowledgement EmailStatus Update EmailTicket WorklogMeetingsSametimePhone
- 18. Rapid RevisionIf no one answers your call - When you are replying late to a mail.When you send an important email. How about return receipt for imp email?When a decision is taken in meeting.‘Edit’ also if you copy-paste in Ticket Worklog.
- 19. No Shift allowance this monthYou raise a ticket with WebpayYou know they are looking into matterBut they are not communicating. Would you feel frustrated?Send mails to PO regularly