Effective Emails.

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Presentation transcript:

Effective Emails

By the end of the Power Hour you will be able to: Identify the benefits and pitfalls of e-mails, and when they are an appropriate communication method to choose Structure and write effective e-mails Manage e-mails appropriately

When to use email Straightforward Not time-critical Intended for someone at a different location Intended for multiple people Not requiring immediate feedback Not sensitive Supported by documents or data 'Nice to know' rather than 'Need to know'

Planning and Structuring your email To, CC and BCC: Ask delegates what they understand about each term, and how they decide who should be included in each category. Subject Line: What should be in the subject line? Is it ever OK to leave it blank? Priority: How do you assign a priority to an e-mail? Opening: How do you open an e-mail? What phrases do you use? Main body: What do you include and why? Closing: How do you close an e-mail? Should you use a signature? Attachments: When should you send attachments? Are there any circumstances when you shouldn’t?

Best Practice Tips Keep your e-mails short. Use simple, straightforward language. Proof-read your e-mail for spelling and grammar errors before you send it. Ask a colleague to read your e-mail before you send it if it is complex, important or open to misinterpretation. Give a context for your message to help the recipient to understand its purpose. Keep formatting simple.

Best Practice Tips Include a proper signature with your job title and contact details on it. Explain (in the main body of the e-mail) what any attachments are and why they are relevant. Be personable without swamping the e-mail with necessary information and ‘waffling’. Use bullet points or tables to make your information easy to read. Edit your own e-mails. Cut out unnecessary words and sentences as long as they don’t affect the meaning.

Managing your email

What are you going to DO as a result of this Power Hour Session? Make it Work at Work What are you going to DO as a result of this Power Hour Session?