1. JOBTALKS Proper Electronic Communication Indiana University Kelley School of Business C. Randall Powell, Ph.D Contents used in this presentation are adapted from Career Planning Strategies and used with the permission of the author.

2. Proper Electronic Communication Indiana University Kelley School of Business Professionalize Your E-Mail

3. . Communication is fundamental to a successful job search. In essence, the job search IS all about effective communication.

4. ADVANTAGES/AND DISADVANTAGES More expedient More expedient No concern for paper quality, envelopes, postage, etc. No concern for paper quality, envelopes, postage, etc. Creates a written record Creates a written record DOES NOT REVEAL YOUR TONE OF VOICE! DOES NOT REVEAL YOUR TONE OF VOICE!

5. Keep it Simple and Formal Electronic communication can be saved, copied, forwarded, and printed Electronic communication can be saved, copied, forwarded, and printed Ensure correspondence is accurate, professional, and does not contain private information Ensure correspondence is accurate, professional, and does not contain private information

6. Strategies Include your name, address and telephone number at the end of the e-mail (create a signature block) so the employer has more than the email contact information Include your name, address and telephone number at the end of the e-mail (create a signature block) so the employer has more than the email contact information Run spell check prior to sending (correspondence should be as formal as correspondence you would send via regular mail). Run spell check prior to sending (correspondence should be as formal as correspondence you would send via regular mail).

7. Strategies Include your name when saving documentation you plan to attach to the email (ex. jsmithresume.doc) Include your name when saving documentation you plan to attach to the email (ex. jsmithresume.doc) Proofread your message carefully before sending. The tone of the message can often be misinterpreted Proofread your message carefully before sending. The tone of the message can often be misinterpreted

8. Do’s Treat email like any other business communication: watch your spelling and grammar as your communication skills will come through in your email Treat email like any other business communication: watch your spelling and grammar as your communication skills will come through in your email Read what you write before you send it Read what you write before you send it Fill in Subject Line with concise and informative language Fill in Subject Line with concise and informative language Incorporate paragraphs, as needed Incorporate paragraphs, as needed

9. Do’s Respond promptly to messages, even if it is to let the sender know you received the email Respond promptly to messages, even if it is to let the sender know you received the email Refrain from adding too many attachments Refrain from adding too many attachments Scan your correspondence for viruses before you attach it to your email Scan your correspondence for viruses before you attach it to your email

10. Don’ts Do not write in all Uppercase or Bold; this is considered shouting at the recipient Do not write in all Uppercase or Bold; this is considered shouting at the recipient Do not just rely on electronic communication; follow ups can be conducted via telephone or regular mail Do not just rely on electronic communication; follow ups can be conducted via telephone or regular mail

11. Remember that poorly prepared electronic communication conveys a negative image!

12. If you would like to learn more, Career Planning Strategies textbook will supply additional information on this topic.