1. Effective Emails Writing
Effective s RMU

2. s
In s- no nonverbal cues, which account for percent of message
Only words and :-)
Tone becomes crucial
In Germany and Britain, 23 percent admitted confrontations with colleagues because of misunderstandings.

3. Email tone To: Female employees From: H. Honcho Re: Dress code
Date: 1 July 2006
Clients will be visiting next week. Halter tops and jeans will not make the right impression. It’s time you started dressing for the office instead of the beach. Leave your flip-flops at home!

4. Email tone To: All staff From: H. Honcho
Re: Reminder about what to wear to work
Date: 1 July 2006
During the summer, our dress code is business casual. We think “business casual” means clothes that feel comfortable and look professional.
Men Women
•khaki pants •casual pants and skirts
•leather shoes… •leather or fabric shoes…

5. Humour in s
Nearly a quarter of employees have suffered problems with colleagues or clients because their use of humour in an has not been understood or appreciated, according to a survey.
Participants [in recent studies] were able to accurately communicate humor and sarcasm in barely half - 56 percent of the s they sent.
Louise Dobson (2006)
Signal the joke. One emoticon or <grin> per is plenty.

6. Levels of formality Most people view email as
more formal than a phone call
less formal than a letter

7. Meeting request: Informal
From: Bob Anderson
Date: 21 Dec 84 11:40:12 PST (Fri)
To: randvax!anderson, randvax!gillogly, randvax!norm
Subject: meeting ...
we need to setup a meeting bet. jim you and i -- can you arange?
i'm free next wed. thks.

8. Meeting agenda: Formal
Subject: MEETING ON FY86 PLANNING, 2PM 12/28/84, CONFERENCE ROOM 1
There will be a meeting of the FY86 planning task force in Conference Room 1 on December 28, 1984 at 2pm. The Agenda for the meeting is:
Topic Presenter Time
Strategic Business Plan John Fowles min.
Budget Forecast for FY Sue Martin "
New Product Announcements Peter Wilson "
Action Items for 1st Qtr FY86 Jane Adamson "

9. Levels of formality
When in doubt, err on the side of formality.
16% [of users under 25] sign every message with love and kisses, even when addressing their boss

10. Tip: Spelling still counts
This is an actual .
Purposal
I can beat almost anyones price and almost promise you success and if I don’t reach it, we wont charge you after the time we say we can achieve it until we do.

11. Tip: Spelling still counts
Sloppiness is one of “seven deadly sins”
Bad grammar, misspelling and disconnected arguments gave 81 percent of the survey sample "negative feelings" towards the senders.
41 percent of senior managers said badly worded s implied laziness and even disrespect.
CNN.com

12. Christian Science Monitor, May 15, 2006
When to use
Christian Science Monitor, May 15, 2006

13. Ineffective subject lines
Date: Hi
9:17 am
questions
10:11 am
Meeting
12:44 pm
One more thing
3:02 pm
Some thoughts
4:21pm

14. Effective subject lines
Date:
Party planning meeting rescheduled for 3pm
9:17 am
Help: I can’t find the draft for the Smith Paper
10:11 am
Reminder: peer-review articles due tomorrow (3/30)
12:44 pm
Questions about Sociology 210 project
3:02 pm
Congratulations to Jennifer for winning Nobel Prize
4:21pm

15. Effective subject lines
Date:
Re: Question about Smith paper (was: please help with this!)
10:11 am
Change subject lines when necessary

16. Effective subject lines
Date:
Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for Spring Semester Is Jan. 15]]
9:17 am
Remove extra prefixes

17. Effective subject lines
Date:
Thanks for the help today! <eom>
9:17 am
Got your message <nm>
10:11 am
Today’s group meeting canceled <ssia>
12:44 pm
<end of message>
<no message>
<subject says it all>

18. Email Content Before you start writing, ask yourself…..
Is this truly the correct person to contact?
What is my goal?
Should this conversation be held in person or over the phone?
Think before starting to write.
Effective s RMU

19. Content
Use a polite and respectful opening and closing Professor Anderson,……. Respectfully,.... Sincerely,…..

20. Email Content Brevity and clarity Try to keep each email short
Use paragraphs (5 sentences each)
Is this message scannable and actionable?
Effective s RMU

21. Email Content Use topic sentences One topic per email
Provide important dates or references
Put each action or point on its own line

22. Poor Content
Jon, 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, Rachell

23. Better Content
Jon, 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, Rachell

24. Format DON’T TYPE IN ALL-CAPS, IT LOOKS LIKE SHOUTING
Plain-text vs HTML
Plain-text is always preferable
DON’T TYPE IN ALL-CAPS,
IT LOOKS LIKE SHOUTING
Effective s RMU

25. Email Signature Use an appropriate signature Brief (4-5 lines)
Informative
provide all contact information
Professional
do not include pictures, quotes, animations
Effective s RMU

26. Professionalism Always spell-check before sending
Set your program to automatically check before sending
Re-read for other spelling, grammar and punctuation errors.

27. Before sending ask yourself….
Professionalism
Always proofread at least once!
Read it out loud
Sleep on it
Before sending ask yourself….
Effective s RMU