Better Emails


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Presented by: Anurag Shrivastava

Published in: Technology
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Better Emails

  1. 1. BetterE-Mails in^5 Minutesand, few E-Mail Annoyances and Avoiding themPresented by Anurag Shrivastava<br />just<br />
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  3. 3. Sending very large attachments. Especially just after the recipient has gone on a long vacation.<br />Use services like<br />
  4. 4. Using SMS language in a business e-mail<br />
  5. 5. Mindless use of colors and fonts in the mail. Cut and paste job<br />
  6. 6. Responding to or initiating an e-mail by using some unrelated old mail.<br />
  7. 7. Not understanding the difference between bcc and cc. Inadvertently exposing your contacts. Reply all to such mails<br />
  8. 8. Being too lazy or too busy to write the subject of an e-mail<br />
  9. 9. Sending any e-mail thoughtlessly with Importance:high<br />
  10. 10. Being too lazy or too busy to scroll down and understand the mail context<br />
  11. 11. Ask for e-mail receipts as a habit<br />
  12. 12. Not using spell check before sending the mail<br />
  13. 13. Writing incomplete sentences with outrageous grammatical mistakes, misplaced comma and periods.<br />
  14. 14. Not closing a mail with a greeting<br />
  15. 15. Writing part of mail in all CAPS. This amounts to shouting.<br />
  16. 16. Writing e-mail in using business letter formatting<br />
  17. 17. Using old fashioned indentation<br />
  18. 18. Sending unsolicited e-mails. Popularly known as spam<br />
  19. 19. Survival Tips<br />Respond to e-mails quickly (24 hrs to 48 hrs)<br />Use a proper footer in your new emails<br /><ul><li>Avoid full footerwhile posting to public discussion groups.</li></li></ul><li>Survival Tips<br />Addressing:<br />To: I need to take some action on the mail.<br />CC: I need to know this.<br />Use CC thoughtfully<br />Be conservative with abbreviations and chat language<br />LOL, TGIF, EOD, FYI<br />
  20. 20. Survival Tips<br />Starting a new thread based upon a running thread<br />
  21. 21. Survival Tips<br />Subject Line:<br />Make a sensible subject line<br />No full stop is need in the subject line<br />Subject Line &lt;eom&gt; convention<br />
  22. 22. Survival Tips<br />Message to be delivered<br />Size of Audience<br />Kind of Audience<br />Message Tone<br />
  23. 23. Survival Tips<br />Start your mail<br />Dear Abhishek, Dear Mr. van Vliet, Dear Ms. Kleine-Boog,<br />Hi Maarten, Hi Mr. van Vliet, Hello Abhishek,<br />Vikas,<br />Hi, Start body directly<br />End your mail<br />Best regards, Regards,<br />Cheers, (less common in Europe)<br />Just your name<br />Avoid full stop after your name<br />
  24. 24. Survival Tips<br />No space before punctuation mark.<br />Exactly one space after punctuation mark.<br />Use short sentences.<br />Use paragraphs.<br />Use simple English.<br />Avoid official expressions<br />Superlatives and poetic styles<br />
  25. 25. Survival Tips<br />List Numbering<br />1., 2., 3. or use bullets or use *<br />Avoid 1) and roman numbers XVII<br />Fonts<br />Arial, Calibri, Tahoma, Verdana<br />Most technical people use clients that can display the mails only in plain text<br />Use dark font colors<br />
  26. 26. Thank you<br />