Effective communication involves properly encoding and transmitting a message through an appropriate channel so that the intended meaning is received. Common forms of communication include written word and email. To make emails effective, one should select the correct audience, use descriptive subjects, keep messages concise yet clear, and include a professional signature. Poor email habits to avoid are changing subjects without notification, including multiple subjects in one email, displaying all recipient addresses, and improperly replying or forwarding.

1. EFFECTIVE COMMUNICATION
By:
Priyanka Roy
Asst.Prof.
HOD, MBA dept
MIT

2. What is Communication?
COMMUNICATION IS THE ART OF TRANSMITTING
INFORMATION, IDEAS AND ATTITUDES FROM ONE PERSON
TO ANOTHER. COMMUNICATION IS THE PROCESS OF
MEANINGFUL INTERACTION AMONG HUMAN BEINGS.

4. Effective
communication
 Effective communication is defined as
communication between two or more
persons in which the intended message is
− properly encoded, delivered through
appropriate channel & received.

6. What are the most common ways
we communicate?
Written Word

7. 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

8. 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

9. Few common e-mail habits that
cause problems
• Changing the topic without
changing the subject.
• Including multiple subjects
• Misaddressed recipients
• Displaying addresses of
recipients who are strangers
to each other
• Replying vs. forwarding

10. Structure of E-Mail
• Addressing
• Subject
• Message Text
• Attachments
• Signature

11. 1. Addressing
• It’s the address of the recipient
• Use BCC to protect Email addresses unless
everyone knows each other
• Maintain address book

12. 2. Subject
• Precise headline for the message
• Makes easier to handle of e-MAIL
• Avoid sending e-mail with No subject

13. 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

14. 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…

15. Poor Email Content
ABC,
Hey, I was just thinking about the meeting we had about the new
workshop you were planning for next week about resume-writing. I think
that we may have forgotten to include all of the students who might benefit
from this workshop. There are several groups of students at the School of
Public Health that were not on your list. Of course you may have added
them to you list since our last meeting. Sara from the School of Public
Health contacted me to ask if the students from the Epidemiology program
were on our list of included students. She also wanted a list of all of the
included departments from the School of Public Health. Can you send me
a list of all of the included student groups? I can then send the relevant
information on to Sara because she needs this information by tomorrow.
Thanks,
XYZ

16. Better Email Content
Hello ABC,
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 who might
benefit from this workshop. There are several groups of students
at the School of Public Health that were not on your list. Sara
from the School of Public Health contacted me to ask if the
students from the Epidemiology program were on our list.
I will send her that information tomorrow after I get the list from
you.
Thanks and regards,
XYZ

17. 4. Attachments
• Use sparingly.
• Cut and paste relevant parts of
attachment into text of Email.
• Use URL links instead.
• Examples:
– Upload attachments to website and
cite URL.
– http://www.scribd.com/ is a free
service.

18. 5. E-mail Signature
• Use an appropriate signature
• Brief (4-5 lines)
• Informative
provide all contact information
• Professional
do not include pictures, quotes,
animations