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Presentation on Effective Email communication for Business will help teams to send effective and clear emails for better productivity
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Effective Email Communication
Lokesh GuptaStartup Guy & growth hackerhttp://lokesh.co
Why need to write effective emails
Make sure emails are read
Convey message clearly
Increase productivity Avoid
confusion/conflict
Some common email mistakes
Vague or non existent subject line
Changing topic without changing subject
Sending before thinking
Inadvertent Replying to all
Misaddressed recipients
Replying Vs. Forwarding
Effective Email Structure
Addressing Subject Line Message Text Signature Line Attachments Style
Addressing Limit to who really needs to
know
Make it clear in text who has action and who is info addressee
Use Bcc to protect email addresses unless every one knows each other
Watch reply all
Avoid typing addresses free hand. Many addresses are similar.
Fill addresses last to avoid sending an incomplete email
Subject Line
Headline (think newspaper) Grab attention Summarize message
Subject Line Examples
Bad Example Subj: Important! Read
Immediately! Subj: Meeting Subj: Announcement Subj: Follow up about
meeting
Good Example Subj: Do we need a
larger room for social meeting on May 14th?
Subj: 99acres Team Building Meeting (10 Jan) MoM
Message Text
Keep the message focussed and readable Keep it short Use inverted pyramid structure (like newspaper) Break into paragraphs Avoid Capital letters, fancy typefaces Proofread and spellcheck Add attachment first so that later you do not
forget it
Signature Line
Include (if you want people to contact you) -
Name, Title, Organization, Email, Phone Can be shortened for frequent correspondents
Do's for Email Communication
Check spellings Check attachments Check if only relevant people are
included Proper salutations and signature are
in place Subject is relevant Set clear actionable items for
different people Keep content short and bulleted Review before sending
Don't for Email Communication
Never let your emotions control your mails. Wait for 24 hours before replying to any heated conversation. Let it cool down.
Never say in Email what you wouldn’t say in person or would not like to see in the press or defend in court.
Do not use professional mails for personal use Do not send mail to everyone in your team or company.
No body has time to read irrelevant mails. Send to only relevant people.
Do not write long essays. Keep mail short and crisp.
Questions & comments?