Download - Effective Email Communication Skills
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Dell ConfidentialDell Internal
Principles of Effective Email
CommunicationsSharing Information In A Winning Culture
Global Executive Learning
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Agenda
Introduction Activity
Objectives
Process for building effective emails
Good email Frameworks and Examples
Individual Action Planning
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Introduction Activity
What percentage of time do you spend on emails everyday?Are they effectively helping you with your tasks?
Think of your most effective, impactful emails.
Describe why it was a success in 2-3 words?
Think of your most ineffective, non-impactful presentation.
Describe why it was a unsuccessful in 2-3 words?
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Objectives
Build crisp, focused and efficient emails.
Audience
Gain an understanding of different ways for receiving information.
Consider the implications for developing effective emails.
Message
Introduce a process that will assist construct & deliver effective emails.
Know different tools & resources available to managers (i.e. Answer First).
Understand the ways to evaluate & improve email effectiveness.
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Email Development Flow
Purpose:
Type:
KeyFactors:
Decision Making Build Consensus
Get Approval
Take Action
Information Sharing
Update Highlight Issues and Trends
Provide vital information
Establishing priorities
Assigning responsibilitiesAllocating resourcesAlignment
What outcomes we seek?
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The content framework
Decision Making Information Sharing2 Types:
Examples:
Presentation Methodology:
-New Product Proposal
-Business Proposal
Answer First
- Program Status sharing- Meeting minutes
HighlightsLowlights
TrendsKey Learnings
Good/Better/Best
Recommendations
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Decision Making Model:Effective at DellAnswer First
State your answer/point first then build your case!
Form an answer from experience, intuition and fact; tell the outcome first.
Create meaningful discussion and explain logic up front.
Tell the listener why they should agree, care, act.
Point
Case
Argument 1 Argument 2 Argument 3
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Email Examples
KCA Situation Issues and Actions.htm.msg
RE FUNNEL Defintions and PERFECT SALES DAY.msg
EBC Visits and Acquisition focus.msg
Good
cquisition Update - getting everyone on the same page as we roll out Q2 planning.ms
RE Weekly Team Report-Wk4.msg
FW PAD INITIATIVE - DETAIL DISCUSSION.msg
About Rachel.msg RE LOB Expansion - DT.msg
Bad
Decision MakingInformation Sharing
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Call To Action
Within the next two weeks:
Review the material from todays session, describe greatestlearning or biggest aha in 2-3 words.
Find one bad email on each type you did in the past 30 days
Re-work on it
Share them together with what you have learned with youmanager and team
Seek and provide feedback (positive & constructive).
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Back up
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Decision Making Model:Why Answer First Approach is Preferred
Enables a Powerful Reasoning Model
Builds a Compelling Business Case/Message
Conveys necessary information completely
Provides universal and consistent language
Leverages audiences time
Compels action
Facilitates Mastery of Command Skills
Elicits desired listener expectations, engagement and response
Enhances presenter credibility and influence.
Be viewed as a WINNER, a LEADER!
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Information Sharing/Ops Review Model
Highlights and Lowlights
Make the slides simple, with a clear so what
Limit the amount of data per slide
Use only data/facts, and charts to prove your points.
Summarize the point (main takeaway) in a tagline on every slide
Trends & Key Learnings
Highlight key points from the data
Provide a summary of lessons learned
Next Steps
Have needed actions already lined up
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Tips on building Content
Key Tips
1. Be clear of your intent.
2. Plan how you will tell your story and organize your information accordingly. Communicate your intent at the onset. Let your audience know what you expect to accomplish, or want from them. Explore if your issue has been addressed before at Dell. Identify the most contentious points. Focus content on what they want to know, not what you want to tell them. Frame the issues in terms of:
decisions to be made,
actions to be taken, and,
the resulting benefits to the business.