Common problems with email


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Common issues with how we write email....yes I know, I should really change the background color.......

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Common problems with email

  1. 1. Common problems with email
  2. 2. Why are there so many issues with email <ul><li>Email is used as a common tool for communication </li></ul><ul><li>BUT </li></ul><ul><li>Email is one of the most misunderstood tools </li></ul><ul><li>Email is one of the most abused tools </li></ul>
  3. 3. Communication gap <ul><li>People from different cultures and backgrounds have different email etiquette. </li></ul><ul><ul><li>Capitalization </li></ul></ul><ul><ul><li>Titles </li></ul></ul><ul><ul><li>Language skills </li></ul></ul>
  4. 4. Capitalization <ul><li>TAL, I WOULD LIKE YOU TO COME TO MY OFFICE TODAY AT 4 PM </li></ul>In e-mail culture, words written in uppercase are considered &quot;SHOUTING.
  5. 5. Communication gap <ul><li>People write email as though they are talking </li></ul>What's wrong with this one? “ We got to face them where the rubber meets the road” People use slang or humor that might not be understood by the recipient
  6. 6. Communication gap <ul><li>People write email as though they are talking </li></ul><ul><ul><li>Writing is different then talking </li></ul></ul><ul><ul><li>You can not convey emotions or humor clearly through email </li></ul></ul><ul><ul><li>You can not convey facial expressions or body language through email </li></ul></ul>
  7. 7. Communication gap <ul><li>People use slang or humor that might not be understood by the recipient </li></ul><ul><ul><li>Although English is the common language of business, the slang and humor is particular to each culture. </li></ul></ul><ul><ul><li>If your joke backfires, you are not there to put out the fire </li></ul></ul>
  8. 8. Loss of personal contact <ul><li>Email is being used in place of face to face contact. </li></ul><ul><li>People mistake email exchange for relationship building </li></ul>
  9. 9. Perils of email <ul><li>Never send an angry email </li></ul><ul><li>Avoid impulse </li></ul><ul><ul><li>Put yourself in the TO: to avoid impulse sending before you are ready </li></ul></ul><ul><li>Wait it out </li></ul><ul><li>Think it through </li></ul><ul><ul><li>Make sure the email is complete and understood for the reader </li></ul></ul><ul><ul><li>Countless emails on the same subject will make you seem disorganized </li></ul></ul><ul><li>Use Diplomacy </li></ul><ul><li>CC selectively </li></ul><ul><li>Save all incriminating email </li></ul><ul><li>Beware of using lists </li></ul>
  10. 10. Email structure <ul><li>Recipient list </li></ul><ul><ul><li>Whom do you include on the TO: line </li></ul></ul><ul><ul><li>Whom do you include on the CC: Line </li></ul></ul><ul><ul><li>When do you use the BCC: line </li></ul></ul>
  11. 11. Subject line <ul><li>Should be short and to the point </li></ul><ul><ul><li>Remember, many people have a huge mailbox and can only search through the subject. </li></ul></ul><ul><ul><li>Never put your message in the subject line. Keep it descriptive but limited to 5 – 8 words. </li></ul></ul>
  12. 12. Body <ul><li>Keep it organized, use proper formatting. </li></ul><ul><li>Make sure your points are marked </li></ul><ul><li>If you need a response, please make sure you say so </li></ul><ul><li>If your email spans several pages, perhaps an attachment would be better. </li></ul><ul><li>Remember – email can be used as a record, do not put anything on an email that might come back to haunt you. </li></ul>
  13. 13. Signature <ul><li>KISS – Keep It Simple </li></ul><ul><li>Contact information </li></ul><ul><li>Disclaimer </li></ul><ul><li>Avoid silly quotes or remarks </li></ul>
  14. 14. Reply <ul><li>Use caution when you reply all </li></ul><ul><ul><li>Who should receive the reply </li></ul></ul><ul><ul><li>Avoid the thank you chain </li></ul></ul><ul><ul><li>If someone mess up, do not reply all. </li></ul></ul>
  15. 15. Instant messages <ul><li>If a co worker is not convinced that you will read his email fast enough , he will try to ping you. </li></ul><ul><ul><li>The term ping. </li></ul></ul>
  16. 16. Dangers of IM <ul><li>No delay or undo </li></ul><ul><li>A combination between talking to writing </li></ul><ul><ul><li>Misunderstanding can easily occur </li></ul></ul><ul><ul><li>Humor does not transfer correctly even when using emoticons </li></ul></ul><ul><ul><li>You cant hear the person’s tone and voice inclination </li></ul></ul><ul><li>You never know who is on the other side. </li></ul><ul><li>Avoid impulses </li></ul><ul><li>Think it out </li></ul><ul><li>Never IM when you are angry </li></ul><ul><li>Remember, IM’s can be saved </li></ul>
  17. 17. Emoticons <ul><li>:-) Smile </li></ul><ul><li>;-) Wink </li></ul><ul><li>:-o Surprise </li></ul><ul><li>:-P I screwed up </li></ul><ul><li>0:-) I’m an angel </li></ul><ul><li>>:-) I’m a devil </li></ul><ul><li>>:-| I’m angry </li></ul><ul><li>:-(*) I’m about to vomit </li></ul><ul><li>(_!_) A-hole </li></ul><ul><li>(_X_) Kiss my ass </li></ul><ul><li>(_E=mc2_) Smart Ass </li></ul><ul><li>(_?_) Dumb Ass </li></ul><ul><li> 0 F-You </li></ul>