Download
email etiquette for the business professional n.
Skip this Video
Loading SlideShow in 5 Seconds..
Email Etiquette for the Business Professional PowerPoint Presentation
Download Presentation
Email Etiquette for the Business Professional

Email Etiquette for the Business Professional

297 Views Download Presentation
Download Presentation

Email Etiquette for the Business Professional

- - - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript

  1. Email Etiquette for the Business Professional EIDT 6100 Group Project Skills Made Easy

  2. Insert Jeremy’s movie

  3. Overview • Email & Business • DOs • DON’Ts • Professionalism • Procedures / Best Practices

  4. Why is Email Etiquette Important? • Professionalism – use proper e-mail language so your company keeps a professional image • Efficiency-writing an e-mail to the point avoids unnecessary wording. • Protection from liability to make an employee aware of e-mail risks and to avoid the possibility of a law suit.

  5. Email in the United States • 2010 Census U.S. Population – 308 million • In Aug 2009, 279.9 million Americans use email • 87% of teens use electronic communication • 20% of young adults have three or more personal email accounts • 75% of adults prefer email to IM • 75% of teens prefer IM to email • Less than 20% of teens use email for communication • About 15% of Americans use mobile devices for email • 60% of users use email on a typical day

  6. Email and Business • 81% of employed Americans use email • 50% of employed Americans check their email constantly • 25% of employed Americans check their email even when they have taken a sick day • 34% of employed Americans check their email even when on vacation • 22% of Americans have to reply to work emails away from work • 300+ million corporate emails accounts on MS Exchange • 60% of business emails contain grammar and spelling errors • 38% of US employees have sent an email without the required attachment

  7. Businesses Use Email for: • Convenience – available 24/7 • Cost savings – reduces physical products • Removes spatial barriers • Documents business agreements • Makes information available quickly • Reaches large audiences

  8. Business Email Exposure • Liability for improper use • Lack of privacy/monitoring • Company policy • Misunderstandings • Decisions can be delayed • A sloppy image • The message is lost

  9. DOs

  10. DOs • Be concise and to the point • Limit “small talk” • Short sentences Margaret will add examples of good & bad emails & create a project such as: Construct an email – give scenario – 1) requesting a day off or 2) responding to a customer request

  11. DOs Cont. • Answer all questions/Pre-empt additional questions • Link answers to specific questions – give examples • Anticipate additional questions and respond to those as well – show samples

  12. DOs Cont. • Use proper spelling, grammar and punctuation • Always use spell check before sending • Observe rules of proper grammar and punctuation - use grammar check if available Samples before and after spell and grammar check

  13. DOs Cont. • Answer promptly • Acknowledge receipt of incoming email • If an email requires research let the sender know when to expect a final response Add examples

  14. DOs Cont. • Use a meaningful subject • Sum up the topic of the email in 4-6 words • When a quick response is needed use key words in the subject line such as: APPROVAL NEEDED Add email samples

  15. DOs Cont. • Use “grown words” in business emails not … • “r u” for “are you” • “cu” for “see you” Add additional examples

  16. DOs Cont. • Any other “DO” you might have

  17. DON’Ts

  18. DON’Ts • Do not use business email for personal correspondence

  19. DON’Ts Cont. • Do not attach unnecessary files

  20. DON’Ts Cont. • Do not overuse the high priority option

  21. DON’Ts Cont. • Do not write in CAPITALS

  22. DON’Ts Cont. • Don't leave out the message thread

  23. DON’Ts Cont. • Do not overuse Reply to All

  24. DON’Ts Cont. • Do not ask to recall a message (unless essential)

  25. DON’Ts Cont. • Do not copy a message or attachment without permission

  26. DON’Ts Cont. • Do not use email to discuss confidential information

  27. DON’Ts Cont. • Don't forward virus hoaxes and chain letters

  28. DON’Ts Cont. • Any other “DON’T” you might have

  29. Professionalism

  30. Professionalism • Make it personal (not generic)

  31. Professionalism Cont. • Read the email before you send it

  32. Professionalism Cont. • Take care with abbreviations and emoticons

  33. Professionalism Cont. • Do not forward chain letters

  34. Professionalism Cont. • Use active instead of passive voice

  35. Professionalism Cont. • Avoid using URGENT and IMPORTANT

  36. Professionalism Cont. • Avoid long sentences

  37. Professionalism Cont. • Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks

  38. Professionalism Cont. • Any other “PROFESSIONALISM” tip you might have

  39. Best Practices

  40. Best Practices • Make it personal (not generic)

  41. Best PracticesCont. • Use proper structure & layout

  42. Best PracticesCont. • Add disclaimers to your emails

  43. Best PracticesCont. • Be careful with formatting

  44. Best PracticesCont. • Take care with rich text and HTML messages

  45. Best PracticesCont. • Request delivery and read receipts (Use sparingly)

  46. Best PracticesCont. • Keep your language gender neutral

  47. Best PracticesCont. • Don't reply to spam

  48. Best PracticesCont. • Use cc: field sparingly

  49. Best PracticesCont. • Mailings > use the bcc: field or do a mail merge

  50. Best PracticesCont. • Other “Best Practices” you may want to add