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7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
7 ways to write more effective email presentation slideshow
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7 ways to write more effective email presentation slideshow

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Slideshow from the 7 Ways to Write More Effective Email seminar presentation by Email Strategist Steuart Snooks, CEO at Solutions for Success. See more information at www.emailtiger.com.au

Slideshow from the 7 Ways to Write More Effective Email seminar presentation by Email Strategist Steuart Snooks, CEO at Solutions for Success. See more information at www.emailtiger.com.au

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  • 1. 7 Ways toWrite MoreEffective EmailSteuart SnooksCEOwww.emailtiger.com.au
  • 2. Overview: The Challenge of E-mail OverloadIn summary, the problems with e-mail overload are: 1: Volume 2: Interruption 3: Relevancy 4: TimeSolutions for Success 2013 www.emailtiger.com.au
  • 3. Common E-mail ProblemsRate each of the following common e-mail problems on a scaleof 1 to 10 (1 is no problem 10 is a major problem)Solutions for Success 2013 www.emailtiger.com.au
  • 4. If the #1 problem is . . .Getting no response to your e-mail when you send a message thatclearly requires a response r the response is too slowwho is ‘at fault’? the sender?the receiver? or both?Solutions for Success 2013 www.emailtiger.com.au
  • 5. 7 Ways to Write More Effective E-mail 1: Think first – is e-mail the best way for this message/person 2: Communicating in the Age of Speed 3: What is Your Desired Outcome? 4: How to Write Better Subject Lines 5: Automate Your Follow up 6: Why the Inverted Pyramid Structure works best 7: Why You Should Write an E-mail BackwardsSolutions for Success 2013 www.emailtiger.com.au
  • 6. General principles Write to suit the reader Take time at the ‘front end’ The rule of written communication is “If it can be misunderstood – it will!”Solutions for Success 2013 www.emailtiger.com.au
  • 7. General principles “Every email you send should add value or advance the conversation” Every email response you can avoid will save you 5-10 minutes!Solutions for Success 2013 www.emailtiger.com.au
  • 8. 1: Think first – is e-mail the best way?What sort of messages • Confidential or private messagesare not appropriate to • Offensive, abusive etc • When delivering bad newsbe sent via email? • Complex issues • Delicate negotiation • Performance review, discipline or reprimands • Urgent messages • Meeting requests • Gossip/rumours • Closing a saleSolutions for Success 2013 www.emailtiger.com.au
  • 9. 1: Think first – is e-mail the best way? What sort of people • Those in roles who don’t access is it not appropriate email often or at all to communicate with • Those with reading limitations • Older generations who may via email? struggle with email technology • Certain personality styles who just aren’t email savvy • Other languages/culturesSolutions for Success 2013 www.emailtiger.com.au
  • 10. Who to email? • Get to the point quickly • Use bullet pointsDrivers/Sensors • Suggest possible actions • Be practical, with sense of urgency • Use novel approach • Appeal to sense of originalityExpressives/Intuitors • Float ideas and forward thinking • Avoid lots of detail • Include greeting and cordial closingAmiables/Feelers/ • Respect tradition and process • Appeal to valuesRelators • Be people-sensitive • Logical, fact-basedAnalysts/Thinkers • Support with relevant data • Demonstrate thoroughness • Show fairness, avoid emotionSolutions for Success 2013 www.emailtiger.com.au
  • 11. When to email?Communication/task/activity Best choice of mediumArranging a meeting Calendar invite (not email ping pong) for internal: Email or share calendar for externalDelegate simple task EmailDelegate complex task Meeting backed up by emailDelicate negotiation MeetingFollow up after an incident Face-to-face conversation (meeting)Gossip/jokes Face-to-face (never email)Internal news Intranet, blog, wiki (email with link)Making a sale Email to warm up; close with face-to-face conversation (meeting)Performance feedback/review Face-to-face conversation (meeting) - never emailRefusal/rejection Email (diamond sequence) or letterSend information Email [with attachment(s) if necessary]Send meeting agenda/papers Email with attachments (not as part of meeting invite)Socialising/trivia Text/IMSpecial thanks Handwritten note (richer medium = higher perceived sincerity)Who knows about . . . Email selectively (not to everyone) Solutions for Success 2013 www.emailtiger.com.au
  • 12. 2: Communicating in the Age of Speed Media richness framework (based on a theory by Daft & Lengel) Potential for misunderstandingSpeed of communication Digital Asynchronous Auditory Synchronous Visual Greater context or richnessSolutions for Success 2013 www.emailtiger.com.au
  • 13. Reduce email volumes Send less, receive less No question, no reply * The more you send, the more * Send a one-off notification you will get back * Add as PS to signature * Email begets more email * Reduces unnecessary email Improve email responses (and reduce volumes) Establish financial thresholds Use ‘if/then’ instructions * Allows for independent * Prevents follow up questions decision-making * Speeds up decision-making * Reduces back ‘n forth emails * Reduce back n’ forth emailsSolutions for Success 2013 www.emailtiger.com.au
  • 14. 3: What is your desired outcome Action required: Response requested: Read only: FYI:Solutions for Success 2013 www.emailtiger.com.au
  • 15. Use Drafts folder for subject linesSolutions for Success 2013 www.emailtiger.com.au
  • 16. Use Drafts folder for subject linesSolutions for Success 2013 www.emailtiger.com.au
  • 17. 4: What makes a good subject line?Desired Outcome Timeframe Target Action required: Deadline To Response requested: When To Read only: Due by cc FYI: Before ccUse BCC only to control replies and safeguard privacySolutions for Success 2013 www.emailtiger.com.au
  • 18. 4: What makes a good subject line? Recipient placed in the TO box – an action is expectedTo 1: Desired outcome 2: Timeframe 3: Clear, concise clearly stated (so the specified description of the reader knows what’s subject expected of themcc Recipient placed in the CC box – for their information only, no action or response expectedSolutions for Success 2013 www.emailtiger.com.au
  • 19. Sending attachmentsSome considerations1. Send a document link or hyperlink whenever possible (instead of an attachment)2. When sending more than 5 documents, attach a note explaining • number of documents, • reading order and • direct them to specific sections requiring their attention3. When sending to smartphones (where attachments are hard to manage), copy and paste key information into body of email (ie: executive summary)Solutions for Success 2013 www.emailtiger.com.au
  • 20. 5: Automate your follow upSolutions for Success 2013 www.emailtiger.com.au
  • 21. 5: Automate your follow upSolutions for Success 2013 www.emailtiger.com.au
  • 22. 5: Automate your follow upSolutions for Success 2013 www.emailtiger.com.au
  • 23. 5: Automate your follow upKeeping track of follow upsSolutions for Success 2013 www.emailtiger.com.au
  • 24. 5: Automate your follow upKeeping track of follow ups Black if pending Red if overdueSolutions for Success 2013 www.emailtiger.com.au
  • 25. 6: Why INVERTED PYRAMID structure work best Main Point Summary of your main point, request, recommendation or solutions Supporting details Background, reasons explanations, details Any next steps Concise close Sign offSolutions for Success 2013 www.emailtiger.com.au
  • 26. 6: Why INVERTED PYRAMID structure work best The F-shape A heatmap from eye-tracking study of websites. Areas viewed most are red, then yellow, then blue. Grey areas were not viewed at all. main point hereSolutions for Success 2013 www.emailtiger.com.au
  • 27. 6: Why INVERTED PYRAMID structure work best Best suits all the various personality & communication styles Main Point Summary of your main point, request, Driver, Director, recommendation or solutions Controller, Choleric Supporting Expressive, Intuiative, Sanguine details Background, reasons Amiable, Realtor, explanations, details Feeler, Phelgmatic Any next steps Concise close Analyst, Thinker, Sign off MelancholicSolutions for Success 2013 www.emailtiger.com.au
  • 28. 6: Why INVERTED PYRAMID structure work best Main Point Summary of your main point, request, recommendation or solutions Supporting details Background, reasons explanations, details Any next steps Concise close Remember: The 5:30 Rule Summary before details Sign off Give a 5 second overview Requests before reasons of your message and then expand Solutions before explanations on it with a 30 second version Recommendations before background infoSolutions for Success 2013 www.emailtiger.com.au
  • 29. The A-B-C method Inverted Pyramid Structure Main Point Supporting details CloseSolutions for Success 2013 www.emailtiger.com.au
  • 30. 7: Why You Should Write an E-mail Backwards 3: Address message last 2: Write subject line 1: Edit messageSolutions for Success 2013 www.emailtiger.com.au
  • 31. 7 Ways to Write More Effective E-mail 1: Think first – is e-mail the best way for this message/person 2: Communicating in the Age of Speed 3: What is Your Desired Outcome? 4: How to Write Better Subject Lines 5: Automate Your Follow up 6: Why the Inverted Pyramid Structure works best 7: Why You Write an E-mail BackwardsSolutions for Success 2013 www.emailtiger.com.au
  • 32. What can you do next? w w w. e m a i l t i ge r. c o m . a u Conference presentations E-mail audits/surveys Consulting & advice Keynote speaking Steuart G. Snooks Research papers Email Strategist & Expert Workshops Blog posts Audio CDs Webinars Seminars Coaching E-books Articles Ideas TipsSolutions for Success 2013 www.emailtiger.com.au

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