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Before You Hit  Send  or  Hang Up : Creating a Positive Presence Through E-mail and Phone Communication
E-Mail Essentials <ul><li>Select an appropriate E-mail address </li></ul><ul><li>Use your manners-  </li></ul><ul><ul><li>...
More E-Mail Essentials <ul><li>Get to the point-make the “Subject” clear </li></ul><ul><li>Watch your attachments </li></u...
Helpful E-mail Etiquette Sites <ul><li>E-mail Etiquette: A Quick Guide to Writing a Professional E-mail , Carrie Payne, jo...
Phone Etiquette <ul><li>Like E-mail, phone etiquette is universal—everyone needs it and appreciates it </li></ul><ul><li>M...
Speak with a  <ul><li>Identify yourself </li></ul><ul><li>Respect their time </li></ul><ul><li>Using your best manners, te...
Suggested phone approach <ul><li>Hello my name is  (Your Name)  .  </li></ul><ul><li>May I ask with whom I am speaking?  <...
…and if your contact isn’t in <ul><li>Can you please tell me the best way to follow up with  (Your Contact) ? </li></ul><u...
If you reach voice mail… <ul><li>Same as before say it with a smile </li></ul><ul><li>Clearly  and purposefully state the ...
If you reach voice mail… <ul><li>Let the person know the best way and time to reach you </li></ul><ul><li>State your telep...
If you’re worried about what  to say <ul><li>Write it down!  </li></ul><ul><li>There’s no shame in it.  You’ll sound much ...
Phone Practice <ul><li>You are calling an employer to follow up on the resume and cover letter you submitted.  Write a scr...
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E Mail And Phone Etiquette

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E Mail And Phone Etiquette

  1. 1. Before You Hit Send or Hang Up : Creating a Positive Presence Through E-mail and Phone Communication
  2. 2. E-Mail Essentials <ul><li>Select an appropriate E-mail address </li></ul><ul><li>Use your manners- </li></ul><ul><ul><li>“ Please” and “thank you” still go a long way </li></ul></ul><ul><ul><li>DON’T SCREAM! </li></ul></ul><ul><li>Use appropriate grammar and mechanics </li></ul><ul><li>Lose the IM language, cute abbreviations and emoticons ;-) </li></ul><ul><li>Dont mispel </li></ul>
  3. 3. More E-Mail Essentials <ul><li>Get to the point-make the “Subject” clear </li></ul><ul><li>Watch your attachments </li></ul><ul><ul><li>Are you sending it in the preferred format? </li></ul></ul><ul><ul><li>Are you sure they will be accepted? </li></ul></ul><ul><li>Ask for a visit from the Tone Police </li></ul><ul><li>Fill in “TO” last </li></ul><ul><li>Proof, then proof again, and then maybe one more time before you hit send </li></ul>
  4. 4. Helpful E-mail Etiquette Sites <ul><li>E-mail Etiquette: A Quick Guide to Writing a Professional E-mail , Carrie Payne, jobweb.com http://www.jobweb.com/resources/library/Correspondence_for_the_Job/Email_Etiquette_A_209_01.htm </li></ul><ul><li>E-mail Etiquette , Dawn Rosenberg McKay, Career Planning Guide on About.com http://careerplanning.about.com/od/communication/a/email_etiquette.htm </li></ul><ul><li>The Owl , Online Writing Lab, Purdue University http:// owl.english.purdue.edu/handouts/pw/p_emailett.html </li></ul>
  5. 5. Phone Etiquette <ul><li>Like E-mail, phone etiquette is universal—everyone needs it and appreciates it </li></ul><ul><li>Much of what we do as professionals involved phone communication </li></ul><ul><li>Your ability to gain respect and validation on the phone may be critical to your job search and your career </li></ul>
  6. 6. Speak with a <ul><li>Identify yourself </li></ul><ul><li>Respect their time </li></ul><ul><li>Using your best manners, tell the person the specific nature of your call. </li></ul><ul><li>Speak clearly and with purpose. </li></ul><ul><li>Offer and collect all the information you might need </li></ul>
  7. 7. Suggested phone approach <ul><li>Hello my name is (Your Name) . </li></ul><ul><li>May I ask with whom I am speaking? </li></ul><ul><li>(Other Person’s Name), the purpose of my call is to ______________ . </li></ul><ul><li>Would you have a moment to assist me with this? OR, </li></ul><ul><li>Can you direct me to the person with whom I should speak? </li></ul>
  8. 8. …and if your contact isn’t in <ul><li>Can you please tell me the best way to follow up with (Your Contact) ? </li></ul><ul><li>When might be a better time to reach (Your Contact) ? </li></ul><ul><li>You’ve been most helpful (Other Name) . Maybe we’ll have a chance to speak again. </li></ul><ul><li>May I leave my number? </li></ul>
  9. 9. If you reach voice mail… <ul><li>Same as before say it with a smile </li></ul><ul><li>Clearly and purposefully state the nature of your call </li></ul><ul><li>Identify your association with the person </li></ul><ul><li>Tell the person what you hope to gain from the conversation </li></ul>
  10. 10. If you reach voice mail… <ul><li>Let the person know the best way and time to reach you </li></ul><ul><li>State your telephone number 2 times! </li></ul><ul><li>Demonstrate your gratitude </li></ul><ul><li>Suggest you are looking forward to… </li></ul><ul><ul><li>Hearing from him/her </li></ul></ul><ul><ul><li>Discussing your future association </li></ul></ul>
  11. 11. If you’re worried about what to say <ul><li>Write it down! </li></ul><ul><li>There’s no shame in it. You’ll sound much more professional when you ensure you’ve said it all. </li></ul><ul><li>Do you really want to leave two messages when one will do? Think of that impression. </li></ul>
  12. 12. Phone Practice <ul><li>You are calling an employer to follow up on the resume and cover letter you submitted. Write a script for the message you would leave. </li></ul><ul><li>You’ve received an invitation to a networking event hosted by an employer. Write the message you would leave to announce your positive RSVP. </li></ul><ul><li>After meeting a guest speaker at one of your student organization meetings, you contact him to see if he would conduct an information interview with you. What message do you leave? </li></ul>

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