Effecitve Emails Course


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A course that I was asked to write and deliver to fellow professionals

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Effecitve Emails Course

  1. 1. <ul><li>Effective Email Writing </li></ul>Susan Lovejoy
  2. 2. <ul><li>Before you start ask yourself: </li></ul><ul><li>Why am I writing this? </li></ul><ul><li>What result(s) am I looking for? </li></ul><ul><li>Have I exhausted all other avenues? (then tell them what you did and the results) </li></ul><ul><li>Is this an essential email? </li></ul>
  3. 3. <ul><li>Effective Email Writing: </li></ul><ul><li>Kinds of Email </li></ul><ul><li>Overview (authoring and receiving) </li></ul><ul><li>Do’s and Don’ts </li></ul><ul><li>Writing Basics </li></ul>
  4. 4. <ul><li>Kinds of emails: </li></ul><ul><li>No reply: Tell recipient something: compliment, thank you, FYI, provide information </li></ul><ul><li>Reply needed: Ask them for something: advice, direction, answer, information </li></ul><ul><li>Dialogue: Open communication: follow-up, suggestions, discussion </li></ul><ul><li>Action: The goal is the action: task, action items, repair, order </li></ul>
  5. 5. <ul><li>Overview (authoring an email): </li></ul><ul><li>Who(m) (To: _______) </li></ul><ul><li>What (Subject) </li></ul><ul><li>Why (Content of the email) </li></ul><ul><li>When (Timeline) </li></ul><ul><li>How (Who’s doing what) </li></ul><ul><li>Closing </li></ul>
  6. 6. <ul><li>To whom are you sending the mail? </li></ul><ul><li>Consider who needs to know about the subject and/or who needs to take some action. </li></ul><ul><li>Why does each person need to be included? </li></ul><ul><li>Exclude anyone who doesn’t have to know this information </li></ul>
  7. 7. <ul><li>What is the subject of your email? </li></ul><ul><li>Be specific </li></ul><ul><li>Subject should summarize content </li></ul><ul><li>Consider how the person receiving the email uses it and what the subject tells them </li></ul><ul><li>Use subject as the email </li></ul><ul><li>Don’t mix topics – consider sending additional emails </li></ul>
  8. 8. <ul><li>Bad and good subjects: </li></ul><ul><li>Vacation or Vacation Request for Lovejoy, Aug, 09 </li></ul><ul><li>Upcoming meeting or ECC Management Meeting on 10/12, meeting room not available </li></ul><ul><li>Email problem or Unable to connect to email from home </li></ul><ul><li>Agenda or Meeting agenda for ABC Company, 10/12 </li></ul><ul><li>Favor or Need assistance with setting up Email </li></ul><ul><li>ITSR forms or Fill out ITSR for a your new phone </li></ul>
  9. 9. <ul><li>Why are you sending an email? </li></ul><ul><li>Be specific and clear </li></ul><ul><li>Don’t include a lot of details or lead-ins </li></ul><ul><li>Lead with most critical point </li></ul><ul><li>Keep it positive </li></ul><ul><li>Keep lines between (white space) </li></ul><ul><li>Short paragraphs, bulleted points </li></ul><ul><li>Use closed ended questions </li></ul><ul><li>Use it to save time </li></ul>
  10. 10. <ul><li>When is what you’re emailing about getting completed? </li></ul><ul><li>Be clear about your time frame </li></ul><ul><li>When do need this or when can you deliver? </li></ul>
  11. 11. <ul><li>How is what you’re emailing about getting done? </li></ul><ul><li>What are your requested actions items? </li></ul><ul><li>Who are you asking to do these? </li></ul><ul><li>Be clear and specific. </li></ul><ul><li>Make it fast and easy </li></ul>
  12. 12. <ul><li>Closing your email: </li></ul><ul><li>Thank them </li></ul><ul><li>Include your contact information </li></ul>
  13. 13. <ul><li>Keep it Simple </li></ul><ul><li>Group Activity – Make it brief – Text the Text </li></ul><ul><li>(5 minutes) </li></ul>
  14. 14. <ul><li>Overview (responding to or forwarding an email) </li></ul><ul><li>Answer quickly, be clear and specific </li></ul><ul><li>Pare down recipients </li></ul><ul><li>Answer questions, preempt further ones </li></ul><ul><li>Clearly state any questions you have, how you will follow-up or action items and your timeline </li></ul><ul><li>Don’t reply unless you have to (no: thanks, ok or see ya there) </li></ul>
  15. 15. <ul><li>Overview (responding to or forwarding an email) </li></ul><ul><li>Abbreviate forwarded email, if possible </li></ul><ul><li>Don’t forward anything unnecessary, sensitive or inappropriate </li></ul><ul><li>Refer to what’s in prior email (see below) </li></ul><ul><li>Change subject if needed or create new email </li></ul><ul><li>* look at Tips for Mastering E-mail Overload </li></ul>
  16. 16. <ul><li>Do’s and Don’ts </li></ul><ul><li>Re-read your emails (read from point of view of recipient) </li></ul><ul><li>Spell check </li></ul><ul><li>Keep it “we” not “me” </li></ul><ul><li>Say “see attachment” and attach it </li></ul><ul><li>Don’t use caps </li></ul><ul><li>Use sans serif (serif non monitor display) </li></ul><ul><li>Eliminate nonessential ideas and words </li></ul><ul><li>Read it out loud </li></ul>
  17. 17. <ul><li>Writing Basics </li></ul><ul><li>I or me? </li></ul><ul><li>I am going with me. </li></ul><ul><li>I is the subject and me is the object. </li></ul><ul><li>End a list of objects with “me”. </li></ul><ul><li>Diane is going with Bob, Sue and me. </li></ul><ul><li>(Diane is going with I?) </li></ul>
  18. 18. <ul><li>Writing Basics </li></ul><ul><li>Fragments </li></ul><ul><li>Left for home early. </li></ul><ul><li>(who left?) I left for home early. </li></ul><ul><li>Coming back from the meeting, for example. </li></ul><ul><li>(ok, what happened?) Coming back from the meeting, for example, takes a long time. </li></ul>
  19. 19. <ul><li>Writing Basics </li></ul><ul><li>Run-on sentences </li></ul><ul><li>Group Activity: Find the Proverbs </li></ul><ul><li>(10 minutes) </li></ul>
  20. 20. <ul><li>Writing Basics </li></ul><ul><li>Reduce large portions of text (use bullets, paragraphs or just shorten what you’re saying) </li></ul><ul><li>Keep it brief </li></ul><ul><li>Take notes, reorganize and then write the email </li></ul><ul><li>Don’t use abbreviations, jargon, big words, acronyms, slang, emoticons or unclear words </li></ul><ul><li>White space </li></ul>
  21. 21. <ul><li>Writing Basics </li></ul><ul><li>http://www.ehow.com/video_2382065_examples-poor-word-choice.html </li></ul>
  22. 22. <ul><li>Writing Basics </li></ul><ul><li>Spot the places where you can reduce, change and/or make more clear </li></ul><ul><li>Handout: 10 Steps to Successful Business Writing </li></ul><ul><li>Individual Activity: do Your Turn </li></ul><ul><li>Group Activity: Rewrite the email and write your response </li></ul>
  23. 23. <ul><li>Effective Email Writing: Other Applications </li></ul><ul><li>Memo </li></ul><ul><li>Letter </li></ul><ul><li>Sections of a larger written work </li></ul><ul><li>Reports </li></ul><ul><li>Meetings </li></ul><ul><li>Verbal communication </li></ul>