EffectiveCommunication, E-mail Etiquettes,Workplace Ethics& Time By CAManagement Vivek & Swathi S
Agenda1 Communication2 Why E-Mail Etiquettes ?3 Other common modes of communication4 Office Ethics5 Striking Balance between6 articlship & studies Time Management Suresh & Co.,
Communication• The imparting or exchanging of information or news ( Verbal or non- verbal)• It is very simple as well as complex.Effective Communication : extends the concept to require that transmitted content is received and understood by someone in the way it was intended.Empowering Communication :
Importance of Communication Convey Getting Value Buildinginformation things done Addition relationship as it is
Tips for EffectiveCommunication• Be a good listener• Pay attention• Be Consistent• Common ground• Self-belief• Never argue• Have empathy not sympathy• Repeat what you have understood• Keep a check on your gestures/body
Essentials of writtencommunication Date Addressing the person Reference Subject Body of the letter Closing remarks Signature Enclosures
Other commonly used modesTeleconference and Webof Communicationconference etiquette - Round of Introduction - Reduce all possible distraction - Be considerate - Keep an eye on time - Attention to ppt or files being shared - Dress appropriately - Do not eat or drink during the video
WHY EMAIL ETIQUETTE IS IMPORTANT Professionalism Protection from Efficiency liability
FOCUS ON 8Clarity C’s Include examples and other visual aids when desirableConciseness Shorten Sentences by creating one idea per sentenceCorrectness Be sure of what you are conveying Do not short forms in the mailsCompleteness Answer all questions asked
Consideration tHInk From tHE rECIpIEnt’s poInt oF vIEw 24 Hour RuleCourtesy Respect the recipient Apologize where-ever requiredConstruction Use a Descriptive & Catchy Subject Line Greet Right Always Use your SignatureCommon Sense Use as efficiently as possible
Do’s & Don’ts• Be very specific with the use of bold, italic or underline font style• Paragraph and line spacing should be legitimate and visually appealing• Read the email thrice before you send it• Reply with original message only,
ConED…• Use Follow Up Flags• Use CC: field sparingly• Use the Bcc: field while you do not want all addressee to know who all are being mailed the same matter• When in Bcc, do not reply. They are sensitive mails
Contd.. • Dont reply to an email message when angry, as you may regret it later. Once the message has been sent, you will not be able to recover it • Avoid religious, libelous, defamatory, offensive, racist, communal or obscene remarks • Do not use email to discuss confidential information • Do not use Jargons unless you know its meaning
The Hot PotatoClosing The hot potato or action item closing technique is a means of ending a letter with a clear understanding of what the next step is.While concluding your email;• Mention clearly of your
A CAnDIDAtE’s ApplicationDear Sir, This has reference to your advertisement calling for a typist and an accountant – mAlE or FEmAlE…As I m botH For tHE pAst several years and I can handle both; I m applying for the post.Thanks & Regards,Ankit Agarwal
Did you know ?? Daily approximately 180 billion emails are sent & An estimated 100 billion of these emails may be unsolicited
Poor Usage ExamplesDiscussion that could have beendone on the phone !!
Remember• Don’t AlwAys usE outlook – Just because email is easier, pick up the phone or meet in person. Don’t HIDE bEHInD your ComputEr monitor!• Constructive confrontation or
PreferencesSize : 11• Calibri• Trebushet• Times New Roman• Georgia• Verdana• Cambria• Tw Cen Mt
IntegrityConfidentialitySubject knowledgePatienceEffective CommunicationSmart WorkTime ManagementCommon sense
GeneralInstruction within two • Pick up the telephone rings. Positive greeting. Give a propers reply. Pass on proper message • Give feedback/update as required even if the job is not completed do not hesitate. • Do not think that you can do all the work plan/delegate the work. • Write down work given by seniors and give feedback promptly.
• Be in a professional attire especially at client place/meetings etc.,• Use one side waste papers whenever possible. Check print preview before printing.• If there is any doubt ask and clear the doubt. Do not hesitate.• Do not argue with seniors unnecessarily.• Do not gossip
Benefits of passing CAafter Articleship Good Communication And Power To Tackle People Ability To Take Up Responsibility And Plan Things Properly Virtual Insight On The Tasks And Complexities We Would Face After Completing CA Employable/Contributor from Day 1
Making out ofArticleshipLOVE THE JOB Assigned by the Senior Read The Journals & Related CA Books regularly Apply The Theoretical Knowledge To Practical Situations Assume Responsibility Develop Good Relation With The Principal
Managing your time tasks and manage Learn to delegate, share upwards as well as down. Maintain high expectations, and people will live up to them. Use facts, not emotions. Be clear about the subject from the basics. Go through the entire file before starting work on any new work. Take interest in what others are trying to achieve.
Managing your Manager• bE AwArE oF your boss’s workInG patterns, and try to adapt to them.• Bring more than one thing at a time to discuss with your manager.• Know thy managers expectations and tailor the way you work to fit in with your mAnAGEr’s ExpECtAtIon.