Email Etiquette June 23


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Good protocol for business use of email

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  • Introduce your partner (neighbor) Name Professional background Do they have an online presence? Y/N Which app? (LinkedIn; Facebook; Twitter; blogs?) One reason most OR least comfortable with Social Media app? Hope to get our of workshop?
  • Introduce your partner (neighbor) Name Professional background Do they have an online presence? Y/N Which app? (LinkedIn; Facebook; Twitter; blogs?) One reason most OR least comfortable with Social Media app? Hope to get our of workshop?
  • Email uses only 7% of our communications abilities.
  • Font style not as important as proper font sizing (must be easy to read)
  • Where do you fit on the scale of skeptic to believer? 1 is for those who don’t think it’s any use at all for job searches and 5 is for those who are certain it’s a great tool to add to your toolbox for job searching. NOTE: LOTS OF INFORMATION – DON’T PANIC!
  • For maximum effectiveness, keep emails short.
  • Your own blog, contribute to someone else’s blog, add your profile to Google and to Yahoo, make sure you have a good Linked In presence. List on flip chart.
  • 5 minutes (list on flip chart) Ideas: complete google and yahoo profiles, blog, join the board of an association, contribute to other’s blogs, write articles, contribute to papers, tweet, website, add your blog/website, etc to LinkedIn, etc.
  • Branding can include discussions with groups on LinkedIn & Facebook; Blogs
  • Sign up for a job channel – ask for a volunteer. Drop this exercise if short of time.
  • Email Etiquette June 23

    1. 1. Basics of Email Etiquette Best Practices June 23, 2011 Presented by: Project Mgmt Success Team Pete J. and Keith K.
    2. 2. Agenda Welcome and Introductions Where is it going? Lettering font and size Email Handles All Caps Da Boss Email length and size Thank You’s CC’ing people Think Value Add Too Many emails Do’s and Don’ts Proof reading Q & A
    3. 3. Welcome <ul><ul><li>Logistics </li></ul></ul><ul><ul><ul><li>Cell phones – set for ‘stun’ </li></ul></ul></ul><ul><ul><ul><li>Promatch - Safe Environment </li></ul></ul></ul><ul><ul><ul><li>Interactive discussion </li></ul></ul></ul>
    4. 4. UCLA Communications Study <ul><li>Human Communications Effectiveness </li></ul><ul><ul><ul><li>7% of meaning in the words that are spoken. </li></ul></ul></ul><ul><ul><ul><li>38% of meaning is ‘paralinguistic’ (the way that the words are said and the tone used). </li></ul></ul></ul><ul><ul><ul><li>55% of meaning is in facial expression. </li></ul></ul></ul><ul><ul><ul><ul><ul><li>Albert Mehrabian, Prof Emeritus, UCLA (mid 1990’s) </li></ul></ul></ul></ul></ul>
    5. 5. Lettering <ul><li>Lettering font style and size </li></ul><ul><ul><li>Cambria , Arial or Times New Roman </li></ul></ul><ul><ul><ul><li>Note. Arial saves the most printer ink </li></ul></ul></ul><ul><ul><li>Size 10, or 11 </li></ul></ul>
    6. 6. All Capitalized Letters <ul><li>ALL CAPITALIZED LETTERS </li></ul><ul><ul><li>Used for emphasis </li></ul></ul><ul><ul><li>Also used for ‘shouting’ and/or ‘hollering’ </li></ul></ul><ul><ul><li>But, tough to read and irritating; the human eye wants to read word ‘skylines’ </li></ul></ul><ul><ul><li>Avoid use of all caps, unless a point of emphasis is intended, then use judiciously because of possible emotional impact and unwanted interpretation(s) </li></ul></ul><ul><li>Stay away from the use of all caps </li></ul>
    7. 7. Email Length and Size <ul><li>Size </li></ul><ul><ul><li>Less than one full screen </li></ul></ul><ul><ul><li>The less sentences, the more powerful and </li></ul></ul><ul><ul><li>effective the message </li></ul></ul><ul><ul><li>More than one full screen can be upsetting </li></ul></ul><ul><ul><li>Do not use for conversational dialogue </li></ul></ul><ul><ul><li>Ask permission and prepare the reader (for long emails) </li></ul></ul>
    8. 8. CC’ing <ul><li>Who has been addressed and copied? </li></ul><ul><li>Think before hitting ‘reply’ or ‘reply to all’ </li></ul><ul><ul><li>‘ reply to all’ can lead to trouble, if not careful </li></ul></ul><ul><ul><li>See previous item about email length </li></ul></ul><ul><li>Stay away from unsolicited use of bcc </li></ul><ul><ul><li>Can cause unwanted politics and intrigue </li></ul></ul><ul><li>Good bcc philosophy to follow: </li></ul><ul><ul><ul><li>1. Don’t use bcc </li></ul></ul></ul><ul><ul><ul><li>2. If you do, don’t bcc me. </li></ul></ul></ul>
    9. 9. Too Many (emails) <ul><li>Too many back and forth? </li></ul><ul><li>More than two, can lead to mis-interpretation or mis-understanding </li></ul><ul><li>Know when to stop sending emails and </li></ul><ul><ul><li>visit the person, or; </li></ul></ul><ul><ul><li>phone and call the person </li></ul></ul><ul><ul><li>Or, do nothing (e.g. no reply/answer) </li></ul></ul><ul><li>Note: Allow boss last word (e.g. final email) </li></ul>
    10. 10. Where is it going? <ul><li>Where and to whom? </li></ul><ul><li>Note: May get forwarded or passed around, so: </li></ul><ul><ul><li>Nothing personal (others in the world may see it) </li></ul></ul><ul><ul><li>Be focused, on topic (subject) </li></ul></ul><ul><ul><li>Proof-read your addressee list, one final time </li></ul></ul><ul><li>If a mistake is made; </li></ul><ul><ul><li>own up to it and apologize quickly to everyone (before it goes viral) </li></ul></ul>
    11. 11. Proof-Reading email <ul><li>Before sending, take break from PC to clear head </li></ul><ul><li>Proof read what is written </li></ul><ul><li>Edit as required, correct punctuation </li></ul><ul><li>Use spell check </li></ul><ul><li>Use less words and sentences </li></ul><ul><ul><li>Communicate message more effectively </li></ul></ul>
    12. 12. Email Handles <ul><li>Professional and non-controversial name or handle: [email_address] </li></ul><ul><li>Careful with pseudonyms; </li></ul><ul><ul><li>possibly controversial handles: </li></ul></ul><ul><ul><li>unprofessional handles: [email_address] </li></ul></ul>
    13. 13. Subject Line <ul><li>Select topic name for subject line </li></ul><ul><li>Reply function (Re:) </li></ul><ul><ul><li>Reply to recipient(s) </li></ul></ul><ul><ul><li>Maintains same subject line topic </li></ul></ul><ul><ul><li>For answering question or replying to specifics </li></ul></ul><ul><li>Forward function (Fwd:) </li></ul><ul><ul><li>To new recipients </li></ul></ul><ul><ul><li>Maintains same subject line topic </li></ul></ul><ul><ul><li>To forward information and/or attachment </li></ul></ul><ul><li>Use new topic (on subject line) when appropriate </li></ul>
    14. 14. Email Thank You’s <ul><li>Appropriate after an interview or a service has been performed </li></ul><ul><li>Not necessary when a reply is furnished </li></ul><ul><li>Be conscious of ‘bandwidth waste’ and people’s </li></ul><ul><li>email inbox </li></ul><ul><ul><li>Un-necessary thank you’s with no added value </li></ul></ul><ul><ul><li>Use phone or F2F thank you </li></ul></ul><ul><ul><li>Use text message </li></ul></ul>
    15. 15. Da Boss <ul><li>Determine boss’ communication preferences: </li></ul><ul><ul><li>a Reader, or </li></ul></ul><ul><ul><li>a Listener </li></ul></ul><ul><li>How should problems be communicated, first? </li></ul><ul><li>Use boss’ style, not your style. </li></ul><ul><li>Aknowledgements to emails/texts expected? </li></ul><ul><li>Build communication, trust and confidence in your boss for you </li></ul>
    16. 16. Think Value-Add <ul><li>How does this email add value to the dialogue? </li></ul><ul><li>Can I send additional value-add document? </li></ul><ul><li>Goal of Social Media in work environment: </li></ul><ul><ul><li>need to contain value, share information </li></ul></ul><ul><li>Stay away from frivolity and personal info </li></ul><ul><ul><li>e.g. avoid ‘bandwidth waste’ </li></ul></ul>
    17. 17. Email Do’s <ul><li>Do be considerate of other’s time & inbox </li></ul><ul><li>Minimize number of emails </li></ul><ul><li>Keep emails short & less than a full screen </li></ul><ul><li>Proof-read emails before sending </li></ul><ul><li>Avoid final email, if you can talk to people </li></ul><ul><li>Watch use of acronyms </li></ul>
    18. 18. Email Don’t’s <ul><li>Stay away from all caps </li></ul><ul><li>Stay away from ‘reply to all’ (unless needed) </li></ul><ul><ul><li>Do not use for conversational dialogue </li></ul></ul><ul><li>Don’t bcc </li></ul><ul><li>Don’t write/send email when emotional </li></ul><ul><li>Don’t email locally, if you can talk to people </li></ul><ul><li>Stay away from uncommon acronyms </li></ul><ul><li>Stay away from vulgarity </li></ul><ul><li>Stay away from ‘flaming’ others </li></ul>
    19. 19. Email Etiquette Q & A & Thank you