1. Effective ing
George D. Darnell, CRM

2. E-Mailing Layout What is E-mail How to Make an Effective E-Mail
Few common habits that cause problems
Structure of
Style
Some other important aspects
Discussion
ing

3. What is
Text-based mail sent via the computer from one person to another
A Push Technology
It waits for You
It is One-to-Many and almost Free

4. How to Make an Effective E-mail
Selecting Your Audience Correctly
Using Distribution Lists
Composing Your Messages
Make the heading meaningful
Keep each message short and clear.
Start each message by stating its purpose/context

5. Few common e-mail habits that cause problems
Changing the topic without changing the subject.
Including multiple subjects
Misaddressed recipients
Displaying addresses of recipients who are strangers to each other
Replying vs. forwarding
George D. Darnell, CRM

6. Structure of E-Mail Addressing Subject Message Text Attachments
Signature

7. 1. Addressing It’s the address of the recipient
Use BCC to protect addresses unless everyone knows each other
Maintain address book
George D. Darnell, CRM

8. 2. Subject Precise headline for the message
Makes easier to handle of
Avoid sending with No subject
George D. Darnell, CRM

9. Ineffective subject lines
Date: Hi
9:17 am
questions
10:11 am
Meeting
12:44 pm
One more thing
3:02 pm
Some thoughts
4:21pm

10. Effective subject lines
Date:
Party planning meeting rescheduled for 3pm
9:17 am
Help: I can’t find the draft for the Smith Paper
10:11 am
Reminder: peer-review articles due tomorrow (3/30)
12:44 pm
Questions about Sociology 210 project
3:02 pm
Congratulations to Jennifer for winning Nobel Prize
4:21pm

11. Re: Question about Smith paper (was: please help with this!) 10:11 am
Subject:
Date:
Re: Question about Smith paper (was: please help with this!)
10:11 am
Change subject lines when necessary
Subject:
Date:
Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for Spring Semester Is Jan. 15]]
9:17 am
Remove extra prefixes

12. 3. Message Text Keep the message focused and readable Keep it short
Brevity and clarity
Use paragraphs
Break into paragraphs; skip lines between
Avoid fancy typefaces
George D. Darnell, CRM

13. Message Text ( cont. ) Use * * to highlight text if you must
Write in standard professional English with Capitalization and correct spelling
Quote back using contexts
Identify yourself clearly to cold contacts.
Hello, I am…The reason I am writing…
Hello, so-in-so suggested I contact you…

14. Poor Content
Jon, Hey, I was just thinking about the meeting we had about the new workshop you were planning for next week about resume-writing. I think that we may have forgotten to include all of the students who might benefit from this workshop. There are several groups of students at the School of Public Health that were not on your list. Of course you may have added them to you list since our last meeting. Sara from the School of Public Health contacted me to ask if the students from the Epidemiology program were on our list of included students. She also wanted a list of all of the included departments from the School of Public Health. Can you send me a list of all of the included student groups? I can then send the relevant information on to Sara because she needs this information by tomorrow. Thanks, Rachell

15. Better Email Content Jon,
Can you send me a list of the students included in the resume-writing workshop by tomorrow?
We may have forgotten to include all of the students who might benefit from this workshop. There are several groups of students at the School of Public Health that were not on your list. Sara from the School of Public Health contacted me to ask if the students from the Epidemiology program were on our list. I will send her that information tomorrow after I get the list from you.
Thanks, Rachell

16. 4. Attachments Use sparingly.
Cut and paste relevant parts of attachment into text of .
Use URL links instead.
Upload attachments to website and cite URL.
is a free service.
George D. Darnell, CRM

17. 5. E-mail Signature Use an appropriate signature Brief (4-5 lines)
Informative
provide all contact information
Professional
do not include pictures, quotes, animations
Effective s RMU

18. Style Threads Multiple replies can get out of hand,
but continue them to maintain the tread.
When they start to drift start a new thread
with explanation.
Forwarding stuff, e.g., chain letters
Avoid; annoys most people
Wait 24 hours
Write, but don’t send
Don’t reply at all and let them wonder
George D. Darnell, CRM

19. Style (contd.)
Offer to speak by phone or in person; is not a good tool for “clearing the air.”
Never say in what you wouldn’t say in person or would not like to see in the press or defend in court
Once you hit “Send” you have lost control of the
You can never be certain that it was erased from all locations. Think of all as Permanent.
George D. Darnell, CRM

20. Some other important aspects
Confidentiality and Security
Managing s
( overload Management )

21. Confidentiality and Security
Protecting yourself
Unencrypted is not secure and may be monitored
All laws governing copyright, defamation, discrimination and other forms of written communication also apply to .
Password recovery methods
Never include personal or financial info in an
Install a good security suite on your personal computer
Use strong passwords
George D. Darnell, CRM

22. Confidentiality and Secuity (contd.)
Use encryption and digital signatures for important
Have a separate free account for newsletters, white paper registration, etc.
Delete browser history, cache, cookies, use rids and passwords after using a public Internet connection
Back up your .
George D. Darnell, CRM

23. E-Mail Overload Management
A problem that affects nearly everyone with an account
Automated filters will never catch all of the spam
Problems from Overload
Takes longer to find a specific message
Stressful to look at

24. Ways to manage E-mail Overload Choose your service provider wisely
Do Inbox CHECK on a regular basis
Organize into folders
Keep a copy of all sent
Review and clean out folders periodically
George D. Darnell, CRM

25. Questions and Comments?
Discussion
Questions and Comments?