Email Best Practices Presentation
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The document outlines best practices for email usage in a business context, emphasizing the importance of adhering to the company's email policy, which includes guidelines on managing email volume and storage. Key tips include using appropriate communication channels, creating organizational rules and categories for emails, and maintaining a professional brand through email signatures. Overall, the document serves to enhance productivity and effectiveness in email communication within the organization.
Email Best Practices Presentation
- 2. • Understand our e-mail policy Session Objectives
- 3. • Manage e-mail volume and storage effectively “I apologize for the length of this letter. If I had time, I would have written a shorter one.” Mark Twain Session Objectives
- 4. • Organizational Tips Session Objectives
- 5. • Business use only Session Objective: Email Policy
- 6. Email Policy: Business Use Only
- 7. Email Policy: Business Use Only
- 8. • Expectation of privacy Session Objective: Email Policy
- 9. Email Policy: Expectation of Privacy
- 10. Email Policy: Expectation of Privacy
- 11. • Offensive correspondence Session Objective: Email Policy
- 15. • Confidential information Session Objective: Email Policy
- 19. • Promotes and reinforces our brand • Should be consistent Email Signature Blocks
- 20. Call Center
- 23. • Delete, rather than store, when possible Managing Email Volume: Email Storage Your friend!!
- 24. • Clear your in-box regularly • Transfer files you must keep into folders Session Objective: Managing Email Volume
- 25. Creating Folders
- 26. • Periodically review your storage folders Managing Email Volume: Email Storage Your friend!!
- 27. Reply All • Do not use reply all when: • Only the sender needs to know the reply Managing Email Volume: Reply All
- 28. Reply All • Do not use reply all when: • Your message is “Thanks” or “Me, too” Managing Email Volume: Reply All
- 29. Managing Email Volume: Blind Copy
- 30. Use written communication to: • Convey specific details (facts and figures) • Send a uniform message to many people • Retain a record of a communication Managing Email Volume: Email or Phone?
- 31. Use spoken communication to: • Exchange information • Solve problems • Deal with questions or give clarifications Managing Email Volume: Email or Phone?
- 32. Organizational Tips: Creating Email Rules
- 41. Organizational Tips: Creating Email Categories
- 47. Organizational Tips: Flag Emails for Follow Up
- 48. Organizational Tips: Flag Emails for Follow Up
- 49. Organizational Tips: Flag Emails for Follow Up
- 50. Organizational Tips: Flag Emails for Follow Up
- 51. Managing Email Volume: Creating External Hyperlinks
- 56. Managing Email Volume: Creating Internal Hyperlinks
- 57. Creating Internal Hyperlinks - Documents
- 58. Creating Internal Hyperlinks - Documents
- 60. Creating Internal Hyperlinks - Documents
- 61. Creating Internal Hyperlinks - Directory
- 64. Creating Internal Hyperlinks - Directory
- 65. Creating Internal Hyperlinks - Directory
- 66. You Make the Choice Which communication channel is better to use when you want to resolve a problem? a. E-mail b. Phone
- 67. You Make the Choice Where should you store your e-mail? a. Your in-box b. Storage folders
- 68. You Make the Choice For which of these can you use your company email account? a. Business only b. Business and personal
- 69. E-mail is an essential business communication tool Use email tips and shortcuts to be more productive and effective Make sure to follow the organization’s e-mail policy Your signature block is an electronic business card that represents our company’s brand Key Points to Remember