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Effective emailing ppt

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Effective emailing ppt

  1. 1. Effective Emailing Vineet Arora B. Tech. Ece Semester 4 Communication Skills 2 1Amity University Rajasthan
  2. 2. Layout• What is E-mail• How to Make an Effective E-Mail• Few common email habits that cause problems• Structure of E-Mail• Style• Some other important aspects• Discussion Amity University Rajasthan 2
  3. 3. What is E-Mail• Text-based mail sent via the computer from one person to another• A Push Technology• It waits for You• It is One-to-Many and almost Free Amity University Rajasthan 3
  4. 4. How to Make an Effective E-mail• Selecting Your Audience Correctly• Using Distribution Lists• Composing Your Messages – Make the heading meaningful – Keep each message short and clear. – Start each message by stating its purpose/context Amity University Rajasthan
  5. 5. Few commone-mail habits that cause problems 2. Changing the topic without changing the subject. 3. Including multiple subjects 4. Misaddressed recipients 5. Displaying addresses of recipients who are strangers to each other 6. Replying vs. forwarding Amity University Rajasthan 5
  6. 6. Structure of E-Mail• Addressing• Subject• Message Text• Attachments• Signature Amity University Rajasthan 6
  7. 7. 1. Addressing• It’s the address of the recipient• Use BCC to protect Email addresses unless everyone knows each other• Maintain address book Amity University Rajasthan 7
  8. 8. 2. Subject• Precise headline for the message• Makes easier to handle of e-MAIL• Avoid sending e-mail with No subject Amity University Rajasthan 8
  9. 9. Ineffective subject linesSubject: Date:Hi 9:17 amquestions 10:11 amMeeting 12:44 pmOne more thing........... 3:02 pmSome thoughts 4:21pm Amity University Rajasthan
  10. 10. Effective subject linesSubject: Date:Party planning meeting rescheduled for 3pm 9:17 amHelp: I can’t find the draft for the Smith Paper 10:11 amReminder: peer-review articles due tomorrow (3/30) 12:44 pmQuestions about Sociology 210 project 3:02 pmCongratulations to Jennifer for winning Nobel Prize 4:21pm Amity University Rajasthan
  11. 11. Subject: Date:Re: Question about Smith paper (was: please help with 10:11 amthis!) Change subject lines when necessarySubject: Date:Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for 9:17 amSpring Semester Is Jan. 15]] Remove extra email prefixes Amity University Rajasthan
  12. 12. 3. Message Text• Keep the message focused and readable• Keep it short• Brevity and clarity• Use paragraphs• Break into paragraphs; skip lines between• Avoid fancy typefaces Amity University Rajasthan 12
  13. 13. Message Text ( cont. )• Use * * to highlight text if you must• Write in standard professional English with Capitalization and correct spelling• Quote back using contexts• Identify yourself clearly to cold contacts. – Hello, I am…The reason I am writing… – Hello, so-in-so suggested I contact you… Amity University Rajasthan 13
  14. 14. Poor Email ContentJon,Hey, I was just thinking about the meeting we had about the newworkshop you were planning for next week about resume-writing. I thinkthat we may have forgotten to include all of the students who might benefitfrom this workshop. There are several groups of students at the School ofPublic Health that were not on your list. Of course you may have addedthem to you list since our last meeting. Sara from the School of PublicHealth contacted me to ask if the students from the Epidemiology programwere on our list of included students. She also wanted a list of all of theincluded departments from the School of Public Health. Can you send mea list of all of the included student groups? I can then send the relevantinformation on to Sara because she needs this information by tomorrow.Thanks,Rachell Amity University Rajasthan
  15. 15. Better Email ContentJon,Can you send me a list of the students included in the resume-writing workshop by tomorrow?We may have forgotten to include all of the students whomight benefit from this workshop. There are several groups ofstudents at the School of Public Health that were not on yourlist. Sara from the School of Public Health contacted me to askif the students from the Epidemiology program were on ourlist. I will send her that information tomorrow after I get thelist from you.Thanks,Rachell Amity University Rajasthan
  16. 16. 4. Attachments• Use sparingly.• Cut and paste relevant parts of attachment into text of Email.• Use URL links instead. – Upload attachments to website and cite URL. – http://www.scribd.com/ is a free service. Amity University Rajasthan 16
  17. 17. 5. E-mail Signature • Use an appropriate signature • Brief (4-5 lines) • Informative provide all contact information • Professional do not include pictures, quotes, animations Amity University Rajasthan
  18. 18. Style• Threads Multiple replies can get out of hand, but continue them to maintain the tread. When they start to drift start a new thread with explanation.• Forwarding stuff, e.g., chain letters Avoid; annoys most people• Wait 24 hours• Write, but don’t send• Don’t reply at all and let them wonder Amity University Rajasthan 18
  19. 19. Style (contd.)• Offer to speak by phone or in person; Email is not a good tool for “clearing the air.”• Never say in Email what you wouldn’t say in person or would not like to see in the press or defend in court• Once you hit “Send” you have lost control of the Email• You can never be certain that it was erased from all locations. Think of all Email as Permanent. Amity University Rajasthan 19
  20. 20. Some other important aspects• Confidentiality and Security• Managing Emails( E-mail overload Management ) Amity University Rajasthan 20
  21. 21. Confidentiality and Security Protecting yourself • Unencrypted Email is not secure and may be monitored • All laws governing copyright, defamation, discrimination and other forms of written communication also apply to email. • Password recovery methods • Never include personal or financial info in an Email • Install a good security suite on your personal computer • Use strong passwords 21 Amity University Rajasthan
  22. 22. Confidentiality and Secuity (contd.)• Use encryption and digital signatures for important Email• Have a separate free Email account for newsletters, white paper registration, etc.• Delete browser history, cache, cookies, userids and passwords after using a public Internet connection• Back up your Email. Amity University Rajasthan 22
  23. 23. E-Mail Overload Management• A problem that affects nearly everyone with an e- mail account• Automated filters will never catch all of the spam• Problems from E-mail Overload– Takes longer to find a specific message– Stressful to look at Amity University Rajasthan 23
  24. 24. • Ways to manage E-mail Overload – Choose your service provider wisely – Do Inbox CHECK on a regular basis• Organize Email into folders• Keep a copy of all sent Email• Review and clean out folders periodically Amity University Rajasthan 24
  25. 25. DiscussionQuestions and Comments? 25 Amity University Rajasthan

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