1. “Send the Right Messages about E-Mail” Article by: Diane B. Hartman & Karen S. Nantz Sharon P. Cottingham

2. Consider the Audience What does my receiver know? What does my receiver know? What does my receiver need to know? What does my receiver need to know? What does my receiver want to know? What does my receiver want to know? What will my receiver think, say, and do in response to this message? What will my receiver think, say, and do in response to this message? Does my receiver have special needs to consider? Does my receiver have special needs to consider?

3. Points to Help You Make your E-Mails More Effective Establish distribution guidelines. Send only to people who will be able to help with/ or benefit from the E-Mail. Consider if you need to reply to everyone who received a group message.

4. Is it Wise to E-Mail?  Examples on situations when E-Mail is beneficial: –When time is of the essence and the information is not delicate. –General information that everyone in the office should know about (i.e. blood drive, staff meeting reminder). –When overtime and extra shifts are available.

5. The Personal Touch Instances when face to face is more effective than E-Mail.Instances when face to face is more effective than E-Mail. –Major company upheaval (down sizing or benefits being cut). –Illness or death involving a co-worker. –Personal information.

6. Be Clear! Emotions are not conveyed well over E-Mail. Emotions are not conveyed well over E-Mail. ‘Emoticons” in E-Mail make up for body language we would use if we were face to face. ‘Emoticons” in E-Mail make up for body language we would use if we were face to face. Don’t assume your audience is familiar with abbreviation, emoticons and shorthand. Don’t assume your audience is familiar with abbreviation, emoticons and shorthand. –Either define them or do not use them. Be especially careful when sending E-Mail outside of the company or to international destinations. Be especially careful when sending E-Mail outside of the company or to international destinations.

7. 1 st Impressions The first screen of your E-Mail is the first impression you give to your audience. The first screen of your E-Mail is the first impression you give to your audience.

8. 1 st Impressions The first screen of your E-Mail is the first impression you give to your audience. The first screen of your E-Mail is the first impression you give to your audience. Grab their attention and don’t lose it. Grab their attention and don’t lose it.

9. 1 st Impressions The first screen of your E-Mail is the first impression you give to your audience. The first screen of your E-Mail is the first impression you give to your audience. Grab their attention and don’t lose it. Grab their attention and don’t lose it. Helpful hints: Helpful hints:

10. 1 st Impressions The first screen of your E-Mail is the first impression you give to your audience. The first screen of your E-Mail is the first impression you give to your audience. Grab their attention and don’t lose it. Grab their attention and don’t lose it. Helpful hints: Helpful hints: Compose subject lines carefully. Compose subject lines carefully. Keep your message concise and to the point. Keep your message concise and to the point. In a reply, remind your reader about the original message or include sections of the original text. In a reply, remind your reader about the original message or include sections of the original text.

11. 1 st Impressions Don’t overdo it with graphics. Don’t overdo it with graphics. Write professionally, consider grammar, spelling and punctuation. Write professionally, consider grammar, spelling and punctuation. Proofread! Proofread! Printing a hard copy will make your task easier. Printing a hard copy will make your task easier.

12. Netiquette WWWWhen sending an E-Mail: WWWWrite the message as if it will be permanent. OOOOnly send the message to those who will benefit from it. BBBBe courteous and kind. Constructive criticisms only…Don’t insult your audience. CCCClearly differentiate between option and fact. AAAAvoid offensive language.

13. Netiquette LLLLimit text to one screen. RRRRemember that E-Mail should not be used to avoid meeting someone face to face, it should help you connect with people. BBBBe creative: UUUUse it for brainstorming, informal or brief training and as a tool for feedback.

14. Netiquette WWWWhen receiving E-Mail: PPPPromptly forward E-Mails to others. RRRRespond to messages in a timely manner. KKKKeep your inbox clean. SSSStay focused, don’t interrupt your work whenever an E-Mail arrives.

15. The End The End