Effective email guidelines
This presentation is the property of its rightful owner.
Sponsored Links
1 / 28

Effective Email Guidelines PowerPoint PPT Presentation


  • 77 Views
  • Uploaded on
  • Presentation posted in: General

Effective Email Guidelines. Contents. Email 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. Email Has Become Ineffective.

Download Presentation

Effective Email Guidelines

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Effective email guidelines

Effective Email Guidelines


Contents

Contents

  • Email 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


Email has become ineffective

Email 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


  • Poor usage examples

    Poor Usage Examples

    No subject line


    Poor usage

    Poor Usage

    Action required and key points are hidden in the message


    Poor usage1

    Poor Usage

    -----Original Message-----

    From:

    Sent:Monday, January 08, 2001 5:46 PM

    To:IMS Operations

    Subject:Information

    I will be gone all day Tuesday/01-9-01 at an Operations Offsite Staff Meeting.

    I will be accessible via cell or pager listed below-

    Thanks

    Misusing the global distribution list


    Poor usage2

    Poor Usage

    Discussion that could have been done on the phone


    Use smart subject lines

    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)]


    Use smart subject lines1

    Use Smart Subject Lines

    TAG description [action] [due dates] [(EOM)]

    • 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 email with an old subject line that does not relate to this message


    Use smart subject lines2

    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”


    Think before you click

    Think Before You Click

    • Don’t automatically “REPLY TO ALL”.

    • Take one last look at your distribution list – is this email necessary for all recipients.

    • Once the email discussion goes beyond 2-3 replies anyway, it’s time to pick up the phone


    Write for action

    Write For Action

    • In the first 1-3 lines of your email, specify what this email 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


    Reducing the load

    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)”


    Quality communications

    Quality Communications

    • Email is not the right communication tool when “quick response” is needed

    • Use email to convey non-sensitive or non-emotional information


    Quality communications1

    Quality Communications

    • If an email 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 email


    Recommended standards

    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


    Recommended standards1

    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


    Recommended standards2

    Recommended Standards

    Rules:

    • No discussions in email. When people start "talking" in email, 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)


    General tips

    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 email discussion that you don’t need to be in

      • ask to be taken off the distribution.

    • While forwarding the message delete the list of email addresses if not necessary

    • If you see someone else practicing bad email etiquette

      • send a friendly note and ask them to correct it


    General tips1

    General Tips

    Incoming Email Tips:

    • Process your email in batches

    • Don’t overreact to nuance in email


    General tips2

    General Tips

    Font:

    • Use standard font throughout the message content

    • Avoid colored fonts in a professional email

    • 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)


    Examples

    Examples

    From: XYZ

    Sent:Monday, January 08, 2001 5:46 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 


    Examples1

    Examples

    From: XYZ

    Sent:Monday, January 08, 2001 5:46 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 thebelow mentioned mail, I would like to mention here that the required action was taken long back and hence therewas no need to escalate the issue to a higher levelWith 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 levelWith reference to the below mentioned mail.

    Regards,

    XYZ


    Examples2

    Examples

    From: XYZ

    Sent:Monday, January 08, 2001 5:46 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 levelWith reference to the below mentioned mail.

    Regards,

    XYZ


    Examples3

    Examples

    From: XYZ

    Sent:Monday, January 08, 2001 5:46 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 


    Call to action

    Call to Action

    • Implement these guidelines in your own email usage

    • It’s got to start with you

    • Take this presentation to your staff and request that they implement the guidelines


    Questions comments

    Questions & Comments


    Thank you

    Thank You


  • Login