The document provides feedback from a training on effective email communication, including feedback that the training was very good and relevant, with ratings averaging 4.5 out of 5. It also shares tips for writing effective emails, such as keeping messages concise, using active voice, and proofreading before sending to avoid errors. The document emphasizes choosing the right communication method for the situation and writing clearly and professionally.

1. 2/16/2012
Effective Email Communication
Presented At My Company On 10 Feb 2012
Rajesh Sengamedu
+91 9880597942
© Rajesh Sengamedu, February 2012
Training Feedback Summary (1/3)
Feedback Summary
0%
0%9% Poor
Fair
Good
62% 29% Very Good
Excellent
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2. 2/16/2012
Training Feedback Summary (1/3)
Very Good
Excellent
Average
Rating
Good
Total
Poor
Fair
SNO Feedback Item
Content / Methodology
1 Relevance of Course 0 0 1 2 11 14 4.7
2 Clarity of Course Objectives 0 0 1 3 11 15 4.7
3 Presentation of material / handouts 0 0 3 2 9 14 4.4
4 Hands on Exposure 0 0 4 5 5 14 4.1
5 Relevance of information 0 0 2 4 9 15 4.5
About The Trainer
6 Communication skills 0 0 0 3 12 15 4.8
7 Presentation skills 0 0 0 1 14 15 4.9
8 Interaction with participants 0 0 0 3 11 14 4.8
9 Adherence to schedule 0 0 0 6 6 12 4.5
10 Domain Knowledge 0 0 0 5 9 14 4.6
Overall Rating
14 Was the Duration of the program 0 0 2 6 5 13 4.2
15 Overall impression about the Training 0 0 2 5 7 14 4.4
16 Has the training enhanced your skill and ability 0 0 3 5 6 14 4.2
5 Point Scale, 17 participants
Training Feedback Summary (3/3)
This is good training
that I have seen/attend
so far in Qvantel
It feels that I will
correct my mistakes
Rajesh conveys the
messages effectively
It was really nice and I
already started
implementing the
techniques in the
training
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3. 2/16/2012
Tip - Improve Your Productivity @ Work
There are 5 Energies in the body
All of them can be controlled through your
fingers
Improves your stamina, energy levels
Try Chin Mudra – The Easiest One!!
30 Second Profit
Let’s watch Abhishek Bachchan delivering
the famous “tees second munafa” dialog in
the movie, GURU – Click Below
http://hindimoviedialogues.blogspot.in/2009/
04/guru-dialogues-paanch-minute-scene.html
3

4. 2/16/2012
The Power of Words!
A Childhood Story…..
Telegram Sent by the Judge to the prison
warden:
“Hang him not. Set him free”
Telegram received by the prison warden:
“Hang him. Not set him free”
WRONG USAGE OF FULL STOP
PUT A FULL STOP TO AN INNOCENT
LIFE!
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5. 2/16/2012
Summarizing Your Expectations
• Email Communication Tips
• Reporting /Summarizing Information
What You Should Expect
for Your 2 Hours of Time?
• Quick re-cap of what all of us know about
communication processes
• Few tips for effective email communication
5

6. 2/16/2012
Communication
ORAL WRITTEN
NON-VERBAL
Think…..Before You Mail!
Use the following priority as communication methods!!
1
1. Email takes more
Face To Face
time to write
2
/read
Video Conference
2. There is no
3
interactivity
Phone Call 3. There is no
4 emotion
Instant Messaging 4. No non-verbal
5 cues
Email
3Min Phone Call = 30Min on Email
Be More Productive!!
6

7. 2/16/2012
3 Verbal Communication Methods
1
2
3
Can convey ‘emotions’ in some degree or the other
2 Written Communication Methods
1
2
Hard to convey ‘emotions’
7

8. 2/16/2012
2 Essential Needs For Written Commn.
“Status Update”,
“Selling Something”
“Sending Report”
Summary
‘Reactive’ ‘Proactive’
Written Communication Verbal
Email Voice Call
IM F2F
Video Conf
8

9. 2/16/2012
Email Communication
Know your purpose
Know your ‘mood’
Decide your style
Know Your Purpose
Keep it crisp
Personalize
Are you selling something? Explain the problem
Provide your solution
Ask for call to action
Keep it crisp
Are you reporting status ?
Personalize
Keep it crisp
Personalize
Is it general ‘hello’ email?
Make it informal
Ask for call to action
9

10. 2/16/2012
Know Your Mood to Write a Mail
Are you happy?
Are you angry?
Are you upset?
Do you feel ‘participative’?
Do you feel threatened?
Decide Your Style
Very ‘business-like’
Crisp
Formal ?
Writing “similar” to
conversation near the water
fountain
Informal ? You should know the person
Usually one on one
Usage of emoticons & other
expression marks
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11. 2/16/2012
Email Communication Tips
Be Crisp
At 300M Tweets/Day, 300M Users CANNOT be
wrong about communicating in 140 Chars or
less.
Train yourself to be crisp on emails too!
BUT don’t use acronyms still!!
Be a miser with words – Remember “GURU”
movie dialog!
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12. 2/16/2012
1. Have Effective Subject
GOOD
BAD
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13. 2/16/2012
2. Subject Line Based on Body
1
“Pl. fill this form for
Conference Exhibition”
Would have been better
2
“Meeting Request”
Would have been
better
3
3. One Topic per Email!
2->1
2->1
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14. 2/16/2012
4. Use Humor Appropriately
Not easy to understand in email!
“He had just about enough intelligence to open his mouth when he wanted to eat, but
certainly no more.” “He is a dumb guy”
― P.G. Wodehouse
“If there is one thing I dislike, it is the man who tries to air his grievances when I wish to air
“I don’t like when others talk
mine.”
― P.G. Wodehouse, Love Among the Chickens while I am talking”
“There is only one cure for grey hair. It was invented by a Frenchman. It is called the
“You cannot escape grey
guillotine.”
― P.G. Wodehouse hair”
“Oh, Jeeves,' I said; 'about that check suit.'
Yes, sir?'
Is it really a frost?' One talks about how
A trifle too bizarre, sir, in my opinion.'
good the tailor is and the
But lots of fellows have asked me who my tailor is.'
Doubtless in order to avoid him, sir.' other talks of the tailor’s
He's supposed to be one of the best men in London.' character!
I am saying nothing against his moral character, sir.”
― P.G. Wodehouse
Think Simple English. Don’t be a Poet or an Author!!
5. Don’t Send Large Attachments
• Don’t use email for large file transfer
• Large attachments clog email
servers causing bottlenecks, server
failures and huge disruption to the
business
Use Dropbox, Google Docs or some other similar facility to share
large files
14

15. 2/16/2012
6. Use ‘To’, ‘Cc’ Effectively; ‘BCc’
Carefully
Put receiver name in “To” field when:
a) You are assigning an AI to the person
b) Info in the mail is important for the person
c) You want the person to take some action
Put receiver name “Cc” field when:
a) You want him to know (FYI) but no action required
b) You are not assigning her any action
Avoid “Bcc” field if you can. Use “forward” instead!!
Beware of these politics! (Or rather emotions)
1. “If you mail me something and copy my boss, I am going to be upset!”
2. “If you respond to an email from me in which my boss is already there in
copy, I am OK”
3. “If you Bcc my boss in an email that you are sending me, I will stop doing
business with you.”
7. Get Right Font Size
I recommend Black font
Font Size 11, No Italics, No Bold
15

16. 2/16/2012
8. Use Capitals &
Bold Appropriately
CAPITALS & BOLD or BOLD convey un-intentional emotions (sometimes
incorrectly).
To: abc@xxx.com To: abc@xxx.com
Subject: Proposal - Please review & Subject: Proposal - Please review &
respond respond
Dear Abc, Vs Dear Abc,
As discussed, please find attached As discussed, please find attached
our proposal. our proposal.
Please review and respond by this Please review and respond by this
week with your comments week with your comments
Thanks in advance, Thanks in advance,
Rajesh Rajesh
Limit Message to
One Screen
NOT MORE THAN 180 WORDS
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17. 2/16/2012
Use Salutation like ‘Hi!’
/”Hello!”/ “Dear…”
There is nothing wrong in saying ‘Good Morning’ everyday to the same person!
You score more points when you smile at your spouse every morning!!
Start ANY email with
“Dear …” OR
Hi! OR
Hello!
Avoid “time-specific salutations like “Good morning!, Good evening!
etc
Review Mails Before Sending (1/3)
“I am sending this information affront to our meeting, so that I can be of help with
clarifications to you queries if any.”
17

18. 2/16/2012
Review Mails Before Sending (2/3)
“I am sending this information in advance of our meeting, so that I can be of help
with clarifications to you queries if any.”
Review Mails Before Sending (3/3)
I have verified bug 2598 with C# client with latest Spruce firmware (4.9.2.8) and i didn't see
any crash. I ran C# client for more than 10 iterations. So closed this bug as works for me. Can
you request Tom Kidd to verify with latest build.
I have talked to Bala regarding Java client, he said there is a similar bug
raised(http://bugzilla.thingmagic.com/show_bug.cgi?id=2595) and it is working with
4.9.1.252 build.
Tomorrow i will start looking in to LED issue and after that println bug if Pari doesn't start by
that time.
Grammar issues, sentence
construction issues.
18

19. 2/16/2012
Fill in To/Cc Last!
Have a Virus Disclaimer
19

20. 2/16/2012
Avoid Acronyms
PASSIVE VOICE
The mouse was
eaten by the cat
ACTIVE VOICE ACTIVE VOICE
The cat ate the The mouse ate the
mouse. cat!!
Use Active Voice & Straight Talk!
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21. 2/16/2012
New Message
Replies /Forwards
Set up Appropriate Signature File
1. Your language
may be rude
2. Your grammar
may not be
correct
3. You are in a
hurry, so will
not take care
4. You will not be
clear about the
purpose
Don’t Mail When You Are Emotionally
Charged!
21

22. 2/16/2012
Be Prudent When You Ask
Return Receipts & Read Receipts
Don’t mis-spell people names or company names!!
e.g.,
Brian - Brain
Yrjo - Yiryo
Liisa - Lissa or Lisa
Ryan - Rayan or Ryon
Electric - Elektric
Abhijit - Abhijeet
Jean-Claude - Jean Claude
Diego - Die go
Spell Names Correctly
22

23. 2/16/2012
Avoid Too Much ??? /!!!!
Replace Email With Other Commn. Means!
Sharing My Experience
From 01 Jan 2012, every Tuesday, I refrain from sending internal
emails
I gained roughly about 2 hours on Tuesday……and so far nobody
noticed any major impact of this
2 Hours/ day = 5% improvement in productivity /month
Helps me to walk across to my colleagues’ desk/ pick phone /use IM
/Video Conf to communicate with colleagues….improves personal
rapport
Even if you don’t mail for a day.
Business will go on, as usual, if not better!
TRY THIS TECHNIQUE
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24. 2/16/2012
Break Down Long Sentences Into
Smaller Ones
Don’t End Sentences With
Prepositions (at, for, on, with, of, in)
24

25. 2/16/2012
Read Aloud Your Emails.
Feel The Message!
1. When you respond to
part of email, you
dis-respect the
sender
2. Shows you are not
finding out answers
3. Shows your apathy
4. You would forget
later on (and hope
the sender forgets
too!)
Complete Responses Show Professionalism
25

26. 2/16/2012
• Flaming is “venting
or sending
inflammatory
messages” in email.
• This can spiral out
of control.
• Resolve situation
either face to face
or over phone
• END IT FAST!
Avoid Flaming!
Two Exercises –
1. What Is the Intent Here?
2. Rewrite This Email
26

27. 2/16/2012
1. What is the Intent Here?
What does this
phrase convey to
How does the you when placed
meaning change here?
when placed
here?
For whom the training was provided?
For whom the email is being sent?
Who benefitted from the training program?
Who else benefits from the training recording session?
2. Original Email
Subject: Wifi network restart issue with windows DHCP server
During debugging of the network restart issue in WIFI with windows DHCP servers, i have
observed that DHCP server is actually sending OFFER packets but it appears that wifi driver
is either not receiving these packets or filtering or invalidating. So i am not seeing these
packets in DHCP layer. With this i have concluded that this is not an issue with M6 DHCP
code and as we were discussing about re starting the wireless driver during network restart,
i have tried to enable module unloading capability in Linux and restarted the wireless driver
during network re start by un-installing the driver during ./network stop and installing
during ./network start. With this i was able to get valid IP during network restart with
windows 2003 and windows 2008 DHCP servers.
But still there are couple of issues surrounding wifi and DHCP, one is when M6 is operated
for longer durations either with continuous read or in idle state, it is losing network
connection and unable to re connect. Other issues is the one which was originally observed
in Astra and appeared to be exist in M6 which is the ping issue. I will continue to debug and
fix these two issues. I will send patch for review and then commit the changes made for
module unloading feature. For your testing i have copied private build image in to
/MyDocuments/Downloads directory of mercuryfitnesse PC. I have also loaded and verified
this image on 210717 reader with 11th Floor AP.
Regards,
27

28. 2/16/2012
Re-Written Email (Still Not Crisp Enough!!)
Subject: Wi-Fi network restart issue with windows DHCP server
While debugging the issue of "Not getting the valid IP address when network is restarted with Wi-Fi interface and Windows DHCP
servers", I observed the following:
DHCP server is receiving DHCP request packets from reader and sending DHCP offer packets (with IP address).
These DHCP offer packets are not received in DHCP layer and the reasons could be any of these:
• Wi-Fi driver is not receiving these packets
• Ffiltering these packets
• Invalidating these packets because of any other reason.
Therefore, I am concluding that the problem is not with the M6 DHCP code.
As we were discussing, the other option to debug and resolve this issue is by restarting the wireless driver during network restart. I
debugged further by enabling module unload feature in Linux (which is required to restart the driver and was not enabled by
default) and restarted the wireless driver during network restart. The reader then is receiving the DHCP offer packets with valid IP
address from DHCP server. I verified this with my local build on 210717 reader with 11th Floor AP.
I am sending the patch for review with above mentioned changes made to Linux and then will commit the changes after review.
Meanwhile for your testing, I have built firmware image with this patch and copied the image in to /MyDocuments/Downloads
directory of mercuryfitnesse PC.
We still notice couple of other issues mentioned below (surrounding Wi-Fi and DHCP.):
a) When M6 is operated for longer durations either with continuous read or in idle state, it loses network connection and unable to
re-connect.
b) The ping issue which we observed earlier
I will continue to debug and fix these two issues.
Regards
Feedback? Questions? Comments?
Rajesh.sengamedu@qvantel.com
© Rajesh Sengamedu, February 2012
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