-
8/6/2019 Email Etiquettes Module 1
1/19
Self Development Series
Email Etiquettes Module 1
1
-
8/6/2019 Email Etiquettes Module 1
2/19
Content
Need for email etiquettes
Common Mistakes
Cost of Miscommunication
What should we do?
Dos & Donts
Summary
2
-
8/6/2019 Email Etiquettes Module 1
3/19
Why do we need Email Etiquettes?
1. Most widely used mode ofBusiness Communication
2. Emails have a personality andhelp in Building
ProfessionalImage
3. Opportunity to Build positiveBusiness Relationships
3
-
8/6/2019 Email Etiquettes Module 1
4/19
Yet, we make Mistakes!
4
Although this technology is available to everyone, and most
people areaccustomed to using email, people still are not very
savvy when it comes to
understanding how email functions both personally and
professionally.
What are the most common mistakes that we make?
No emotion or too much emotion
Spelling and grammatical mistakes No or irrelevant subject
line
Frequent use of Reply to All
To, CC or BCC?
Too long paragraphs
-
8/6/2019 Email Etiquettes Module 1
5/19
What is the Cost we pay?
5
Cost of PoorCommunication
Cost of PoorCommunicationLoss of Time
Loss of Time
TarnishesProfessional
Image
TarnishesProfessional
Image
Loss ofOpportunity
(for Self orBusiness)
Loss ofOpportunity
(for Self orBusiness)
Blights Self
Confidence
Blights Self
Confidence
Could spoilRelationships
Could spoilRelationships
-
8/6/2019 Email Etiquettes Module 1
6/19
-
8/6/2019 Email Etiquettes Module 1
7/19
Advantages of Electronic Mail
7
-
8/6/2019 Email Etiquettes Module 1
8/19
Advantage 1: Time to Think
Unlike a spoken
word, a written
mail can be
checked, editedand rechecked
umpteen
number oftimes before
pressing the
SEND button.
Think and think more
Draft/ Write
Edit/ Revise
Send
8
-
8/6/2019 Email Etiquettes Module 1
9/19
-
8/6/2019 Email Etiquettes Module 1
10/19
-
8/6/2019 Email Etiquettes Module 1
11/19
-
8/6/2019 Email Etiquettes Module 1
12/19
-
8/6/2019 Email Etiquettes Module 1
13/19
-
8/6/2019 Email Etiquettes Module 1
14/19
Disadvantage 2: Lasting
Impression.
14
Flaming in Emails
Flaming is a virtualterm for venting or
sending inflammatory
messages in email.
Avoid flaming because
it tends to create a great
deal of conflict that
spirals out of control.
Keep flaming under
controlBefore you send an email
message, ask yourself, would I
say this to this persons face?
Calm down before
responding to a message that
offends you. Once you send
the message it is gone.
Read your message twice
before you send it and assume
that you may be
misinterpreted when
proofreading.
-
8/6/2019 Email Etiquettes Module 1
15/19
-
8/6/2019 Email Etiquettes Module 1
16/19
Disadvantage 4: How do I
express?
16
Check yourTone
Try to use the active voice of a verbwherever possible. For
instance, 'We willprocess your order today', sounds better
than 'Your order will be processedtoday'.
Write in a positive tone : When youcomplete the report. instead
of If you
complete the report.
Avoid negative words that begin withun, non, ex or that end with
less(useless, non-existent, ex-employee,
undecided).
-
8/6/2019 Email Etiquettes Module 1
17/19
Dos and Donts When originating a mail thinkwhat you intend to
say,check and recheck it before sending.
When replying to or forwarding a mail, spend some timeon trail
mails. There could be some information you aremissing or dont want
people to know.
Never use capital letters while typing and email messageto
anyone. Caps are considered impolite and resembleshouting in
speech.
If you want to emphasize on a particular thing, use * or or //
E.g. **Change in schedule**. Meeting now at *3.00pm*
Keep your language gender neutral. Use smiles , winks ;), and
other graphical symbols only
when appropriate.
Use contractions to add a friendly tone. (dont, wont,cant).
17
-
8/6/2019 Email Etiquettes Module 1
18/19
In a Nutshell1.Think what is it that you intend tocommunicate:
Be good, Be brief, Begone.
2. Know what to say and to whom
3. If you dont know your recipient,keep you language gender
neutral
4. Check your tone
Use active voice
Write in a positive tine
Avoid negative words
5. Answer swiftly.
6. Use proper structure and layout
7. Use templates for frequentlyasked questions.
8. Keep flaming under control. Incase you have to reply to
one,remember the format-
lame on
essage
lame off 18
-
8/6/2019 Email Etiquettes Module 1
19/19
Thank you for your time!
For more information, await our next module on
EmailEtiquettes.
For any further queries/ sugesstions write to-Faisal Nadeem
Saiyed [[email protected]]
or
Prashma Kanwar [[email protected]]
19
