Why we use Email. EMAIL ETIQUETTE COMMUNICATING MANAGING EMAIL.

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Presentation transcript:

Why we use

ETIQUETTE COMMUNICATING MANAGING

COMMUNICATIONS Communicating is: –55% Body Language –38% Tone of Voice –7% Content When communicating by you eliminate 93% of the communications process

HIERARCHY OF COMMUNICATIONS Meetings Face-To-Face Phone Call Voic

INCOMING S Keep a clean In-Box –One Touch Rule: Take action then File or Delete –Have subject folders to file Review daily Prioritize and discard (Put in folders or Delete) Save with Dates

ACTION TO Be prompt Same day response: –Inform sender of status –Consider alternatives- Phone calls, meetings, best method to convey : Thanks, Criticism, Praise, Complaint –Meet deadlines –Be consistent –Do exactly what you say you would do and when you said you would do it (Builds consistency)

ACTION TO DELETE: –When Complete –If a repeat –FYI –Old –Saved attachments

OUTGOING S Descriptive Subject- Never leave blank Copy ONLY those that need to be copied* Assume little Be to the point and brief- Keep it short, simple and clear Only one subject per If you ask multiple questions you will NOT get answers to all (Guaranteed) Always use: “Please”,“Thanks”, “Regards-V/R” Use SPELLING check, proof read Use- COPY, PASTE

Don’t change any wording on forwarded or VIA mail Identify yourself completely every time TO: is an action item for that person CC: is an information item to those persons. BCC: Do Not Use. Don’t mix Auxiliary Business with personal communications * AVOID USING: Reply All

Document composition Use developed “Bang” lists Don’t use color- Use: –Bullets, Symbols, CAPS, Bold, Asterisks, Italics Don’t use all CAPS (CAPS mean that you are yelling) DO NOT Blind Copy – bcc Keep it clean (language) Void assigning Priority –High, urgent, Confidential

BE CAREFUL If you don’t want it in print, don’t send it ! Don’t send in anger Keep it clean - Avoid humor & sarcasm. DO NOT send personal member data, CG/AUX Operations info DO NOT send jokes, political, creed, or race, s

REMEMBER: When in Doubt, Don’t Send it Out ! Read it completely several times before sending ‘Sleep” on it if necessary before sending Once the Send/Enter key is hit it never can be taken back. A confidential does NOT exist.

VIRUS VIRUS THREATS –Junk mail could contain a Virus –Don’t send messages about Virus Threats as they may be a hoax or a threat themselves –If possible check your outgoing for Virus

SUMMARY Use to : Convey information Arrange events Recap or document spoken conversations Create a paper trail Send attachments Send messages to groups

“ Man does not live by words alone, because sometimes he may have to eat them ” Adlai Stevenson