Email effectiveness by two pens

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Tame the email beast with this common-sense approach to managing your inbox with best email practices. Cynthia Hartwig of Two Pens dissects why email fails and shows you easy tricks to eliminate confusion. She covers the value of a great subject line. Why there should be only one subject per email. How to untangle email threads from hell. Share with anyone who needs to clean up their inbox procedures.

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Email effectiveness by two pens

  1. 1. Anatomy of an Email Train Wreck
  2. 2. 12 Emails, Four People, One Set of Lost Keys and How Many Hours?
  3. 3. Is it possible there’s a better way to handle email? October 25, 2013 Cynthia Hartwig
  4. 4. Email is a minefield because We no longer have secretaries to save us • We are multi-tasking fools • The “knee jerk” culture of email • Unfortunately, email has the longevity of a radio isotope. •
  5. 5. Words matter.
  6. 6. Email gives you unprecedented access to upper management.
  7. 7. Exercise: Write about an email experience gone wrong.
  8. 8. The subject line is the most important. The second most important is the last line.
  9. 9. Email should not be used to fire someone, deliver bad news, or give personal hygiene advice.
  10. 10. Exercise: When is email inappropriate?
  11. 11. What will you get out of improving email effectiveness? • You’ll be known as a good communicator. • You’ll look better at review time. • You’ll save time, confusion, frustration.
  12. 12. Examples of effective action statements to end emails with. • Please pick option A or B today. • Provide Sales with feature-benefits copy by Thursday. • All PowerPoint slides due by noon, 3/15.  
  13. 13. The last thing you say in email is the most important (paraphrasing Matthew 20:16).
  14. 14. The end is where you • Set deadlines • Tell receiver what needs to be done • Tell what will happen with no reply.
  15. 15. Action Desired Date Needed By Action statements have two parts.
  16. 16. Lick it or not, email reveals a lot about you.
  17. 17. Email reveals almost everything but what it actually says. • Class & education • Organizational skill • Ability to think big picture • Ability to control emotions
  18. 18. Best all-purpose rule: One email per subject.
  19. 19. Tips for avoiding thread tangles.
  20. 20. The subject line tells what the email is about.
  21. 21. The subject line tells what the email is about. Translation: should I open it?
  22. 22. Multi-tasking + Speed = Screw Up
  23. 23. Avoiding thread tangles. Re-title the subject line with new status or action needed. “Key delivery needed by 5 PM.”
  24. 24. Avoiding thread tangles. Pick up the phone! Walk the hall!
  25. 25. Avoiding thread tangles. Hit reply and go through entire email and comment or clarify in a new color.
  26. 26. Thanks for listening. Follow these rules and you have my permission to email me at cynthia@twopens.com. For more content and social media advice, go to http://www.twopens.com

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