The Art of Effective Email College of Arts & Sciences Retreat September 29, 2016 Employee Development.

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Presentation transcript:

The Art of Effective Email College of Arts & Sciences Retreat September 29, 2016 Employee Development

Agenda Best practices for using email Email as a communication tool Anatomy of effective emails “Do’s and don’ts” of effective emails

Best practices for using email Why- when is email the best choice? What- content is accurate, clear and concise Your brand Business record Permanence Texting vs. email When- departmental expectations Who- needs to know? Cc. Bcc, Reply, Reply all How- consider the tone of your message © Development Dimensions International, Inc., MMX. All rights reserved.

Email as a communication tool PERSONAL The way we expect to be treated. PRACTICAL The “get it done” things. Taking a higher level view, in all interactions, we strive to balance personal needs, or the human needs, that we all bring to the workplace. To be respected and valued. To trust and be trusted. To be supported….. with the practical needs that the objectives we want to accomplish through an interaction. The “get it done” things such as making a decision, solving a problem, etc.

Anatomy of Effective Emails Subject line Address Greeting and sign off Body Signature line Proper tone Source: www.businessemailetiquette.com © Development Dimensions International, Inc., MMX. All rights reserved.

Anatomy- Subject Line Clear, concise, specific Consistent conventions Company/client name- Project name- Topic Mobile device readability © Development Dimensions International, Inc., MMX. All rights reserved.

Anatomy- Address To: Cc: Bcc: Addressing recipient directly You expect a response A specific action is needed Cc: Need to be “in the loop” No specific action is needed Skip or delay reading Change recipients, as needed Bcc: Need to be “in the know” Don’t need to interact with others Consider using “Forward” instead © Development Dimensions International, Inc., MMX. All rights reserved.

Anatomy- Reply or reply to all dilemma Make this your default Reply all Use sparingly Delete those who do not need to act or know When all have an action or need to know © Development Dimensions International, Inc., MMX. All rights reserved.

Anatomy- Greeting and sign-off Determine level of formality needed Include as a common courtesy Establish a tone Option to shorten in subsequent emails © Development Dimensions International, Inc., MMX. All rights reserved.

Anatomy- Body Readability and skim ability Four steps Narrative draft Edit extraneous text Format Bulleted lists White space- paragraphs Open with summary

Signature Line- “Do’s” Plain text Black color Cross-platform font 2-3 lines 72 characters, maximum UD conventions Serif Web Safe Fonts Courier New Georgia Times New Roman Sans Serif Web Safe Fonts Arial Arial Black Tahoma Trebuchet MS Verdana Example of a recommended format. Linda Smith Sr. Training and Development Specialist Office of Human Resources University of Delaware 302-831-8853 © Development Dimensions International, Inc., MMX. All rights reserved.

Signature Line- “Don’ts” Graphics Colored fonts Quotes Example of a graphic signature- not recommended. © Development Dimensions International, Inc., MMX. All rights reserved.

“Dos and don’ts” of effective emails Clear, concise Use proper grammar Proof Spellcheck Read aloud Read backwards Enter recipients last Respond in a timely manner Don’ts Use email as a substitute for conversations Write with emotion Look for or embed hidden meaning Avoid ALL CAPS, !!!!!, OMG’s, LOL’s, etc. Take it all on yourself © Development Dimensions International, Inc., MMX. All rights reserved.

Questions 15 © Development Dimensions International, Inc., MMX. All rights reserved.

Thank you.