Email Etiquette Workshop

684 views

Published on

Slides for in-person email etiquette workshop at a staff development day for an online public school (7th-12th grade).

Published in: Education
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
684
On SlideShare
0
From Embeds
0
Number of Embeds
241
Actions
Shares
0
Downloads
24
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Email Etiquette Workshop

  1. 1. Email Etiquette A Small Talk Big Results Workshop for:
  2. 2. Bad Email Exercise
  3. 3. What is Email Etiquette? Email etiquette refers to the principles of behavior that one should use when writing or answering email messages.
  4. 4. Why is Email Etiquette Important?
  5. 5. Number of Emails Received/Sent 0 10 20 30 40 50 60 25 or fewer 25-50 50-100 100-200 200+ Received Sent 52% or 24 people 4 people!
  6. 6. Time Per Day on Email 0 10 20 30 40 50 < 1 hr 1-2 hrs 2-4 hrs > 4 hrs % staff
  7. 7. Est. Total Staff Hours on Email/Day 127 Or, 16 employees working 8 hours a day!
  8. 8. Time spent each weekday Time spent each year (50 weeks) 1 hour/day = 10 days 2 hours/day = 3 weeks 3 hours/day = 1 month 4 hours/day = 6 weeks
  9. 9. 3 Connected Parts to Email Etiquette Be Professional Be Polite Be Clear
  10. 10. Be Clear
  11. 11. On the count of 3, shout out the name of an animal Wait for it . . . 1, 2 . . .
  12. 12. On the count of 3, shout out the name of an animal that is:  A land mammal  Native to Africa and Asia  Gray or brownish gray  Weighs 5-6 tons as an adult Wait for it . . . 1, 2 . . .
  13. 13. Who What When Where Why How Clarify
  14. 14. • Compose meaningful subject lines • Format the message for readability –Answer all questions/pre-empt questions –Highlight questions/action items Be Clear
  15. 15.  Write the subject line FIRST  Keep it short (6-8 words)  Most important words first  Be specific (not, “Do you have a sec?”)  Include a deadline, if appropriate  Indicate if response is needed (“Please Reply”) Subject Lines
  16. 16. Subject lines Unclear • ML’s records • ??? • What do you think? Clear • Need by 4/8: Missy Lane’s attendance record • Need explanation: email protocol 2.3 (confidentiality) • Proposed changes to E7 Document – Please respond by Friday
  17. 17. Format for Readability • Short as possible, yet complete • Short sentences (replace “but” with a period) • Bullet points, especially for questions • Space between paragraphs • Executive Summary for long emails • Questions and action items in bold
  18. 18. Be Polite
  19. 19. • Would you say it in person? • Tone Be Polite
  20. 20. The Tapping Experiment
  21. 21. Activity: 1. Individually: 3 politeness rules, 2 min 2. Partner share: Pick 3 (of 6), 2 min 3. Quad share: Pick 3 (of 6), 3 min 4. Double Quad share : Pick 3 (of 6), 3 min 5. Double Quad—Graphic poster, 5 min 6. DQ presentations, 1 min each Be Polite
  22. 22. Be Professional
  23. 23. • Proof read • Don’t send when upset • Emoticons—Yes or no?  :) • Level of formality???!! • Openings and closings (+ contact info) • Confidentiality • Response time (24 hours) • When NOT to use email Be Professional
  24. 24. In-person vs. email 0 20 40 60 80 100 % of staff
  25. 25. To, CC, BCC To = people directly affected, action required. (good to put in opening line: Hi, Bill, Nancy, Mary) CC (Courtesy Copy, Carbon copy) = people not directly involved, who do not need to act or to reply, but should be informed. BCC (Blind Carbon Copy) = people you don’t want the other recipients to know received the email or good for a large group email when you don’t know if people want their email shared. BCC recipients won’t receive “Reply all” but . . .
  26. 26. The BCC Reply All Nightmare
  27. 27. The Reply Allpocalyse
  28. 28. "Please respond, Pasquale, but we owe him nothing as far as I'm concerned. Let him tell the world how bad we are. He's never flown us before anyway and will be back when we save him a penny." Passenger complaint regarding a delayed flight is forwarded to the CEO of the company who accidentally selected “Reply All”
  29. 29. Forwarding Emails • Let people know if someone is added or deleted • Summarize quickly for new people (otherwise it is very confusing) • Check the email for unintended information, if adding new people
  30. 30. Email Etiquette Be Professional Be Polite Be Clear

×