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Effective Email Guidelines. Contents  Email Has Become Ineffective  Poor Usage Examples  Use Smart Subject Lines  Think Before You Click  Write for.

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Presentation on theme: "Effective Email Guidelines. Contents  Email Has Become Ineffective  Poor Usage Examples  Use Smart Subject Lines  Think Before You Click  Write for."— Presentation transcript:

1 Effective Guidelines

2 Contents  Has Become Ineffective  Poor Usage Examples  Use Smart Subject Lines  Think Before You Click  Write for Action  Reducing the Load  Quality Communications  Recommended Standards  General Tips  Call to Action

3 Has Become Ineffective  It’s a double-edged problem  Too many messages are floating around  Half are unnecessary  The other half are ineffective  Fixing the problem lies on our shoulders

4 Poor Usage Examples No subject line

5 Poor Usage Action required and key points are hidden in the message

6 Poor Usage -----Original Message----- From: Sent:Monday, January 08, :46 PM To:IMS Operations Subject:Information I will be gone all day Tuesday/ at an Operations Offsite Staff Meeting. I will be accessible via cell or pager listed below- Thanks Misusing the global distribution list

7 Poor Usage Discussion that could have been done on the phone

8 Use Smart Subject Lines  All messages should have clear and specific “Subject Lines” that  describes the message content  specifies if there are any actions required & due dates  mentions clearly who the message is for  Subject Line Template: TAG description [actions] [due date] [(EOM)]

9 Use Smart Subject Lines  Good Subject Line Examples  FYI ONLY: Meeting minutes from 3/14 discussion  WSR: Joe Smith – Operations WW17  ARs Included: Minutes from MRC, all ARs due Friday 4/1  DISTRIBUTE: Program POR updated & related information  Bob, Joe: need you at noon meeting Wed w/ your updates  AGENDA: Staff meeting Thurs 3/12 10:00 pm  Mary: I will attend the WW FTF & present summary. (EOM)  Poor Subject Line Examples  Weekly Minutes  Here are the URLs  Re: presentation  (blank subject line)  Unrelated subject line – sending an with an old subject line that does not relate to this message TAG description [action] [due dates] [(EOM)]

10 Use Smart Subject Lines  If you can type your entire message in the subject line and don’t need to write anything in the body of the message - do so!  Type (EOM) at the end of the subject line. EOM means “end of message”

11 Think Before You Click  Don’t automatically “REPLY TO ALL”.  Take one last look at your distribution list – is this necessary for all recipients.  Once the discussion goes beyond 2-3 replies anyway, it’s time to pick up the phone

12 Write For Action  In the first 1-3 lines of your , specify what this is about.  Does it include action required?  Does it require a reply back by a certain date?  What information is contained that the reader will find necessary for their job?  Use the To: and Cc: addresses appropriately

13 Reducing the Load  Overloaded – system & recipient  Use text messages every time you can  Status Reports, Meeting Minutes, Trip Reports, Simple Proposals  Use formatted documents when necessary  Spreadsheets, presentations, formal documents  Stop replies before they start  If a reply is not required, end your message with “(Reply Not Necessary)”

14 Quality Communications  is not the right communication tool when “quick response” is needed  Use to convey non-sensitive or non-emotional information

15 Quality Communications  If an discussion doesn’t end in 1-2 replies and get the results that are necessary – STOP  Ask yourself, are you sharing expertise, or just venting  Constructive confrontation or disagreements do NOT get resolved in

16 Recommended Standards Recommended Subject Line Tags:  URG- Stop everything, read me first  HOT- Need immediate attention  RSP- Need you to respond, either way  MTG- New/modified meetings  FWD- Forward to your respective group(s)  HLP- Need information, assistance with a problem  FYI- Just for your information  ACT- Needs action

17 Recommended Standards Rules:  No outlook templates or “pretty stationary" when sending/replying messages  Reply to sender only. Only "Reply to All" when absolutely necessary  PowerPoint Files: Zip all attachments. Large files; use shared server or websites  When possible, short messages should be written in the subject line, with the EOM tag

18 Recommended Standards Rules:  No discussions in . When people start "talking" in , please stop  Carbon Copy your manager if you really need to  Do not use UPPER case alphabets unless using it as a title. This gives a negative connotation (looks like you are yelling those words)

19 General Tips  Use Follow Up Flags.  If you find you are on a distribution list you don’t need to be on  send a note to the originator to be removed.  If you get involved in an discussion that you don’t need to be in  ask to be taken off the distribution.  While forwarding the message delete the list of addresses if not necessary  If you see someone else practicing bad etiquette  send a friendly note and ask them to correct it

20 Incoming Tips:  Process your in batches  Don’t overreact to nuance in General Tips

21 Font :  Use standard font throughout the message content  Avoid colored fonts in a professional  Be very specific with the use of bold, italic or underline font style  Keep the size of the font visible and constant  Paragraph and line spacing should be legitimate and visually appealing  Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ instead of ‘why’, ‘r’ instead of ‘are’, etc)

22 Examples From: XYZ Sent:Monday, January 08, :46 PM To:ABC Subject:Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

23 Examples From: XYZ Sent:Monday, January 08, :46 PM To:ABC Subject:Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

24 Examples From: XYZ Sent:Monday, January 08, :46 PM To:ABC Subject:Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and HENCE THERE WAS NO NEED TO ESCALATE THE ISSUE TO A HIGHER LEVEL WITH REFERENCE TO THE BELOW MENTIONED mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

25 Examples From: XYZ Sent:Monday, January 08, :46 PM To:ABC Subject:Information Dear Sir, With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

26 Call to Action  Implement these guidelines in your own usage  It’s got to start with you

27 Questions & Comments

28 Thank You


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