How to use Email Effectively at workplace
0 likes1,066 views
The document provides 20 essential tips for using emails effectively in the workplace, emphasizing the importance of completing email profiles, crafting descriptive subject lines, and managing email structures. It covers practical advice such as when to use 'reply' versus 'reply all', the utility of calendar appointments, and the benefits of organizing emails into folders. The tips aim to enhance communication efficiency and ensure critical messages are not overlooked.
How to use Email Effectively at workplace
- 1. Using Emails Effectively at Workplace 20 Tips to get started
- 2. Disclosure The contents in the slide is based on my years of experience of using emails to communicate in different companies. I have taken few screenshots from the internet to save the time and used real examples for more clarification.
- 3. Why Email?
- 4. Because we don’t have other best option yet.
- 5. 1. Complete your Profile What is the first thing that comes to your mind when you see emails like this?
- 6. And this?
- 7. Why complete profile? Using signature and picture to your email gives sense of authentication to your emails. Shows your designation and basic information (phone, address, etc) to recipient. Recipient knows where the message has closed. Can show promotions or important message to recipient. Tip: Use a picture that shows your face clearly and use different new and reply signatures.
- 8. Examples A good looking picture New Email Signature Reply Signature
- 9. 2. Endorse Emails Sender will never know if the receiver have read the email or started acting on it unless there is no endorse for the email.
- 10. 3. Use Descriptive Subject Line An email subject line should tell what’s inside the email. A good subject line increases open rate of the email and results in quick action by the receiver.
- 11. 4. Clearly Format your email
- 12. 5. Use Clear fonts
- 14. 7. Hold before you send
- 15. 8. Edit/Recall Messages Outlook Gives an option to recall or edit the sent email. It works only until the receiver haven’t opened the mail. Good option when you need to take back your words. Better to correct the mistakes in another email then to recall/edit.
- 16. How it Looks
- 17. 9. When to Reply/Reply all When everyone in the email loop needs to know something you are about to say, use “Reply all”. If only specific person should know it, use “Reply” only option. Other people will get bored.
- 18. Examples Best example to use reply all Should have used “reply” only
- 19. 10. To, CC & BCC Use intended person’s email in the TO field. The greeting also goes to same person. If someone else needs to know about context in email, send Carbon copy of the email using CC If someone needs to know the context secretly, use Blind Carbon Copy. Eg: Sending 360 feedback form to 3 people.
- 20. 11. Using the calendar Calendar can be used to schedule a meeting, setting a reminder and planning your day-to-day tasks. For any required meetings, send a calendar appointment with the agendas.
- 21. 12. Create Folder & Manage Rules Folders are your best friend when you have to manage emails on your Inbox so you never miss an important email again. Rules will make sure the email will go to the right place.
- 22. Ah Cool! How can I do that? Right click the email and select “Rules”. You will get plenty of options to play on.
- 23. 13. Show as Conversations Outlook sorts emails by date by default. Changes are you will see the latest email on top, but you may need to dive into earlier emails for reference. Outlook gives an option to group emails by conversation so that you never miss earlier conversation.
- 24. Goto “View” from the Ribbon and check “Show as Conversations”.
- 25. 14. Automatic Replies (OOO) Automatic replies will be your good assistant when you have to notify others when you are not available to respond messages. Useful when you are on vacation, sick or too busy to reply any emails. Can leave customized message
- 26. I wanna know how Goto “File” and click Automatic replies. Select “Select automatic replies” Select date range Enter message and Press OK.
- 27. 15. Followup Emails It is not possible to remember all the outstanding tasks or follow up the conversations. It gets somehow missed until someone sends urgent message at last moment. Outlook gives an easy option to flag the message and save it for follow-up.
- 28. I have been searching this for long Select “Followup” from the Ribbon. You can specify date or reminder for the followup. How cool is that? You can always find marked email to following by clicking in outlook search box and selecting “Flagged” from the ribbon.
- 29. 16. Tag High Importance If you need quick or concreate response to the email, outlook gives an option to Tag email as “High Importance” while sending it. The recipient will understand the email needs to be endorsed asap. This give quick turnaround in most of the cases. I have not seen anyone tagging email as Low importance to this date.
- 30. 17. The Art of Follow-up Remind the objective Assume they are busy Show the value Don’t overrule Have a plan Say Thankyou
- 31. 18. When to Jump into the call Text in the email will not always solve the problem. You may need more explanation, especially with the requirements. Mention about the need of call in the email. If he/she responds positive, immediately send a calendar invite for the meeting. Don’t forget to mention agendas.
- 32. 19. Subscribe to Group Emails (& Newslstter) They will not be much helpful in terms of work, but they will give clear idea how to write emails.
- 33. 20. Setup Email & Calendar in Phone Most of the mobile phones support email & calendar. Setting up email on phone gives flexibility to get email notification and gives leverage for quick turn around when you are not on your desk. Calendar reminds you about important events (or meetings) when you are away from the desk.
- 34. Thankyou!