E mail etiquette

453 views
406 views

Published on

Published in: Technology, News & Politics
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
453
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
0
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

E mail etiquette

  1. 1. And more……
  2. 2. <ul><li>‘ Leadership and communication are inseparable. You can’t have one without the other.’ ---Claude I. Taylor </li></ul>
  3. 3. General E-mail Etiquette Rules <ul><li>ALL CAPS IS CONSIDERED SHOUTING </li></ul><ul><li>So is over punctuating!!!!!! </li></ul><ul><li>Not using capitalization or punctuation makes e-mail hard to read </li></ul><ul><li>Text messaging abbreviations r confusing 2 ur co-workers </li></ul><ul><li>Avoid emoticons </li></ul><ul><li>Explain Acronyms </li></ul><ul><li>Check spelling and grammar before sending </li></ul><ul><li>Keep slang at a minimum </li></ul>
  4. 5. Think of these before you hit send <ul><li>Needed (Does the recipient need this to do their job) </li></ul><ul><ul><li>Timely </li></ul></ul><ul><ul><li>Relevant </li></ul></ul><ul><ul><li>Complete </li></ul></ul><ul><li>Appropriate </li></ul><ul><ul><li>Compliant (e-discovery) </li></ul></ul><ul><ul><li>Professional </li></ul></ul><ul><ul><li>Inoffensive </li></ul></ul><ul><li>Targeted </li></ul><ul><ul><li>Limit use of Reply to all </li></ul></ul><ul><ul><li>Limit use of CC/BC </li></ul></ul><ul><ul><li>Use Distribution Lists Carefully </li></ul></ul><ul><ul><li>Best Channel </li></ul></ul>
  5. 6. Format your e-mails <ul><li>We need to test the upgrade before we proceed with the pilot in Pediatric Otolaryngology.  Does the project have the funding to purchase a couple of the hardware upgrades so I can test with in this area?  I can provide you a quote from Insight for the upgrade.  I need to verify that it works as advertised before we advertise that we can do this for all devices. </li></ul>
  6. 7. Paragraphs and bullets clarify <ul><li>We need to test the upgrade before we proceed with the pilot in Pediatric Otolaryngology.  </li></ul><ul><li>Does the project have the funding to purchase a couple of the hardware upgrades so I can test with in this area?  </li></ul><ul><li>I will </li></ul><ul><li>provide you a quote from Insight for the upgrade  </li></ul><ul><li>verify that it works as advertised before mass deployment </li></ul>
  7. 8. Building better e-mails <ul><li>Strengthen the Subject </li></ul><ul><li>Sculpt the body </li></ul>
  8. 9. Strengthen the Subject <ul><li>Use Keywords in Subject line </li></ul><ul><ul><li>Action: Prepare slides for Leadership Breakfast on June 17 </li></ul></ul><ul><ul><li>Info: Update on E-mail Etiquette Presentation </li></ul></ul><ul><ul><li>Confirmed: Presentation will be ready for review on June 6 th </li></ul></ul><ul><ul><li>Delivery: Slide pack for June 17 th Leadership Breakfast </li></ul></ul><ul><li>Entire message in subject line </li></ul><ul><ul><li>June 17 th Leadership Breakfast Slides looks good (eom) </li></ul></ul>
  9. 10. Sculpt the Body <ul><li>Break message into sections </li></ul><ul><ul><li>Action summary – What is the point of the e-mail </li></ul></ul><ul><ul><li>Background – Detail, but organize into </li></ul></ul><ul><ul><ul><li>Key points </li></ul></ul></ul><ul><ul><ul><li>Definitions </li></ul></ul></ul><ul><ul><ul><li>If audience is in the know do not go into complete history </li></ul></ul></ul><ul><ul><li>Close – Next steps or actions items </li></ul></ul><ul><li>If you include attachments give explanation of what they are. </li></ul>
  10. 11. Rules <ul><li>3 Volley Rule </li></ul><ul><ul><li>If a topic is bounced back and forth more than 3 times it is time to pick up the phone or schedule a meeting. </li></ul></ul><ul><li>24 Hour Rule </li></ul><ul><ul><li>It is okay to write a heated e-mail, just wait 24 hours before you send it. </li></ul></ul>
  11. 12. The Noise <ul><li>Daily approximately 180 billion emails are sent </li></ul><ul><ul><li>An estimated 100 billion of these emails may be unsolicited </li></ul></ul><ul><li>Unwanted email </li></ul><ul><ul><li>Phishing </li></ul></ul><ul><ul><ul><li>Appear to be from legitimate site, businesses </li></ul></ul></ul><ul><ul><ul><li>Request personal or financial information </li></ul></ul></ul><ul><ul><ul><li>Only work if you click or respond, best to just delete </li></ul></ul></ul><ul><ul><li>Spam </li></ul></ul><ul><ul><ul><li>Ads and scams </li></ul></ul></ul><ul><ul><ul><li>Replying or unsubscribing validates your address for more spam </li></ul></ul></ul><ul><ul><ul><li>Do not reply, delete email </li></ul></ul></ul><ul><ul><li>Virus </li></ul></ul><ul><ul><ul><li>Installed software without knowledge or consent </li></ul></ul></ul><ul><ul><ul><li>Computer use monitored and controlled </li></ul></ul></ul><ul><ul><ul><li>You must click or open program to infect </li></ul></ul></ul>
  12. 13. Why? <ul><li>What is the point of these E-Mails? </li></ul><ul><ul><li>Money - #1 reason </li></ul></ul><ul><ul><li>Selling information on black market </li></ul></ul><ul><ul><ul><li>Health Care – approximately $50 per account </li></ul></ul></ul><ul><ul><ul><li>Credit Cards – approximately $2-3 per account </li></ul></ul></ul><ul><li>Who is behind this? </li></ul><ul><ul><li>Average hackers/scammers </li></ul></ul><ul><ul><li>Organized criminals </li></ul></ul>
  13. 15. Wording to make you feel that you have to comply or you cannot access your money. Leaves no way to contact someone to verify authenticity. No specific time to comply
  14. 16. When you hover over links you see that they don’t go to where you expect them.
  15. 17. Never open an attachment from someone you do not know.
  16. 18. Support groups will never ask for you to send you user id and password via e-mail
  17. 20. Who to contact?
  18. 21. Future Topics <ul><li>How to protect information? </li></ul><ul><li>Safe computing for home and your children? </li></ul><ul><li>Electr0nic Discovery? </li></ul>

×