Easy Steps to Write and Manage Emails Effectively

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Email is a very common communication scenario in present corporate world. In that case, it becomes more important to get things done effectively by sending well drafted emails. This SlideShare describes few easy to understand step-by-step guidance on how to draft effective emails.

The other section in this presentation talks about how to manage the flood of emails and get on top of it. Since, most of the important communications happen over emails, we cannot miss to read them, and able to find them when required. This SlideShare is also targeted for such audience.

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Easy Steps to Write and Manage Emails Effectively

  1. 1. EFFECTIVE EMAILING Drafting & Management By Parth Pandit
  2. 2. WHY DO WE NEED TO KNOW THIS SUBJECT?  The most accessible mode of communication  FREE   Getting dumped  In what mood did he send this?  Making impression  Getting work done
  3. 3. WHAT IS WRONG HERE? Hi Tracy. Hope you are well? I believe you have been in contact with Claire Smith regarding the appointment that was going to be sat on the 16th June @ 2pm, However I believe that you was not able to attend the appointment and asked Claire to give you a call now to see what other day and time you can do. Claire is on holiday at the moment and she has asked me to email you the next free day she has. I hope that the 31st July @ 2pm would be suitable for you, if not then please can you email me or call me on the below number with the best convenient day and time that will suite you. In the mean time I will pencil you in the dairy for then, please take into account that you are not hold to this appointment and you may wish to cancel if needed to. Kind Regards Joanna Jones Telesales Executive
  4. 4. WHAT IS WRONG HERE? hi you still havent given me credit for the first HW assignment, i brought it up to you when you handed back the assignments, and at the time you wrote the one in on the sheet but apparently you havent made the change official.
  5. 5. WHAT IS WRONG HERE? Subject: Meeting Hi Jim, I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions! Best wishes, Mark Subject: Reminder of Meeting on PASS Process – 10am on 5 Oct. Hi Jim, I just wanted to remind you about the meeting we have scheduled for Monday October 5 at 10:00am. It's being held in conference room A, and we'll be discussing the new PASS Process. If you have any questions, feel free to get in touch (x3024). Best wishes, Mark
  6. 6. DRAFTING AN EMAIL
  7. 7. WHAT IS THE PURPOSE?  Be clear on intention  Know what you want to achieve  Know what all information you need to put in
  8. 8. ARE YOU VERY EXCITED?  Hold your nerves  Do not draft any email when you are too excited, happy or angry
  9. 9. WHO ARE YOU SENDING AS?  Maintain the tone  Address accordingly
  10. 10. IDENTIFY YOUR DOERS AND WATCHERS  Action takers – To  Action tracker – CC  Silent watchers – BCC  User this wisely  Mass communication  Hide names who got this
  11. 11. WHAT SHOULD BE THE SUBJECT?  Short & Sufficient  Relative content  When to use same email chain  When to start new email chain
  12. 12. HOW TO ADDRESS  Use of “Dear” vs. “My Dear”  Casual salutation  Formal salutation  In-line with your Doers
  13. 13. REPLYING AN EMAIL?  Using only “Reply” option  Using “Reply All” option  Avoid “Reply All” problem with BCC
  14. 14. EMAIL STRUCTURE Address Purpose Details • What • By When • Updates Expectations Signature
  15. 15. MAKING EMAIL READABLE  Choose normal font face  Choose modest font size and color  Accurate capitalization  Keeping required white space  Length of sentence  Length of email  Spelling and Grammar
  16. 16. ACHIEVING ACCURACY Proof reading Mood check Objectivity check Spell check • Correct spelling but wrong meaning! Grammar check Readability check Audience check
  17. 17. USING RIGHT TOOLS  Formatting Tools  Font Formats  Font Colors  Font Faces  Header Types  Color v/s Formats  Tables  Bullets  Indentation  Line Spacing  Highlighting  Productivity Tools  Auto spell check  Error indicators  Auto complete options  Using signatures
  18. 18. INBOX MANAGEMENT
  19. 19. HOW TO SURVIVE THE FLOOD  Try to achieve zero unread emails  Archive regularly  Use tags  Use archive folders  Configure search folders  Using follow up flags  Using reminders  Configuring priority emails  Auto archive options
  20. 20. MOST IMPORTANT FACTORS  Maintaining discipline  Having thirst to improve

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