Effective E-Mail Communication
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Effective E-Mail Communication

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Effective email communication 2.26.13

Effective email communication 2.26.13

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Effective E-Mail Communication Presentation Transcript

  • 1. v3Prepared for : AccoloEffective EmailCommunication
  • 2. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• When Not to Use Email• Effective Subject Lines• Email Content and Style• Know Your Audience2Meeting Objectives
  • 3. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• If the communication will require a lot of back-and-forthdiscussion• If the subject is delicate or sensitive• If the discussion is becoming emotional3When Not To Use Email
  • 4. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• Effective Subject Lines are:• Clear• Descriptive• Provide Critical Information• Describes the Message Content• Specifies if There Are Actions Required and Due Dates• Change Subject Lines When Necessary• If doing so, include in parentheses the original subject line• Remove Extra Email Prefixes• Re• Fwd• Do Not Reply to an Email with a Different Subject Line for a NewTopic4Effective Subject Lines
  • 5. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• Examples of Ineffective Subject Lines:• Hi• Questions• Meeting• One more thing…• Some thoughts• Examples of Effective Subject Lines:• Recruiting Status Meeting Rescheduled for 3 PM EST• Help: I am unable to find the Resume for John Smith• Reminder: Job Notes Due Tomorrow (2/28)• Questions About Hunter Opening in Peoria5Effective Subject Lines
  • 6. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• Before you start writing, ask yourself:• Is this truly the correct person to contact?• What is my goal?• Should this conversation be held in person or over the phone?• Use email to convey non-sensitive or non-emotional information• Constructive confrontation or disagreements do NOT get solved byemail• In the first 1-3 lines of the email, you should specify what it isabout:• Does it include required action?• Does it require a reply back by a certain date?• What information is contained that the reader will find necessary todo their job• Use a polite and respectful greeting and closing6Email Content & Style
  • 7. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• Be clear and concise – keep email short whenever possible• Use bullet points when possible to highlight importantinformation• If you need to use paragraphs, keep them to 5 sentences or less• Put each action item or point on its own line• If an email exchange does not end in 2 or 3 replies – STOP andpick up the phone or meet in person• Only Reply All if absolutely necessary7Email Content & Style
  • 8. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• Always spell-check before sending• Set your email program to automatically check spelling andgrammar before sending• Re-read email for other spelling, grammar and punctuationerrors• Always proofread at least once• Sleep on it – if time allows• Ask yourself: Would I be comfortable having this email postedon a public bulletin board or forwarded to anyone in mycompany or at my customer• Emails are permanent• Emails are searchable8Professionalism
  • 9. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo• Accolo, our vendors and platform are an extension of ourcustomer• Take into account everyone the email is being sent to:• Understand that, once you hit send, this email can be sent toanyone or posted on any message board• Who is the audience?• Why am I writing? What do I want my audience to know or do?• What do they already know? What is their level of understanding?• What is their likely attitude about the topic?• What does my audience want to achieve?• What medium will support the message the best — email, phone orin-person?• What format or layout will appeal to the audience and support themessage?9Know Your Audience
  • 10. Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAll good questions...questions I pry to get answers for...but HRCompliance and the Recruiting Coordinators do not share anyinformation with me. However, if you inquire with HRCompliance yourself, you are more likely to get a response thanI am :)I have had folks start 2-3 days after training has alreadybegun..due to the fact that the beginning is mostlyadministrative... although it is frowned upon. You wouldprobably have to push for that as well.I, myself, would like to know why some of these are not clearedby now. Especially because my candidates have been in goodcommunication with VI and have been helping in any way theycan. I am not a big fan of VI, I have voiced my concerns (andmy candidates concerns) to the VP of Marketing in the past.Let me know if you can pull any strings for any of thesecandidates....10Know Your Audience
  • 11. Accolo, Inc., Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago | Los Angeles www.accolo.com 1-877-4Accolo