effective business e-mails
DESCRIPTION
EFFECTIVE BUSINESS E-MAILS. Paradigm shift. Turn the academic model upside down: write from the reader’s perspective Clearly state what you want to get done (bottom line) from the first paragraph. Academic model. Business model. Bottom line. Bottom line = major point - PowerPoint PPT PresentationTRANSCRIPT
EFFECTIVE BUSINESS E-MAILS
Paradigm shift
Academic model Business model
Turn the academic model upside down: write from the reader’s perspectiveClearly state what you want to get done (bottom line) from the first paragraph
Bottom line
Bottom line = major point
Forecast the bottom line in the subject line
WHAT does it mean to use a forecasting subject line?
= how your email affects them includes key words from the bottom line
EG. You work in HR. Which of the following is more likely to pique your interest: A general topic description: Benefits plan A forecasting subject line: Recommendation for
enhancing our benefits plan
What is the recommendation?
Use a forecasting subject line
Examples
Review of...Request for....Proper handling of.....Recommended use of.......Instructions for...Comments about.....
Example of not-so-good subject line: “Notes”Example of not-so-good subject line: “Changes”
Small steps that enhance your results
When should you write them, first or last?How many words?
Should be written lastNo longer than 50 charactersShould not be a question or a sentence
Create a professional image
Make the Organization Visually Apparent
Use headings to forecast the content of your paragraphs. (Like we’re doing with the paragraphs in this slide.)
Write in the Style of Educated Professionals
Bad grammar knocks readers off message and makes the writer look uneducated and careless
AVOID ALL CAPS. Readers will think you’re yelling—which you are.
Avoid the use of smileys. ☺Reserve these for fun between friends and family. In business, they can easily be interpreted the wrong way.
Page layout
Words on a computer screen look different than on paper; people find it harder to read things on a screen than on paper
Use shorter paragraphs
Line length
Some software to read mail does not automatically wrap (adjust what words go on what line).
if there is a mismatch: I've got the price quote for the Cobra
subassembly ready; as soon as I get a decision on the thromblemeister selection, I'll be ready to go. Have you talked to the thermo guys about whether they are ready to go with the left-handed thrombo or do they want to wait and check out the right-handed one first?
Keep your lines under 70 characters
Are truncated by = (equals sign)
Keep it short
salutations
Dear Sir/Madam"Good Morning" and "Good Afternoon" don't
make a lot of sense with email, as the sun may have moved significantly by the time your correspondent gets around to it.
Cultural differences: Germans = formal; Americans less formal
Intonation?
Mild emphasis.Instead of: I said that I was going to go last Thursday.
Say: I *said* that I was going to go last Thursday.
Or: I said that I was going to to go last *Thursday*.
Strong Emphasis
CAPITALS ALLOWED – DANGEROUS!:
Should I just boost the power?
NO!!!! If you turn it up to eleven, you'll overheat the motors and IT MIGHT EXPLODE!!
Return address = self introductions
What do the following tell you?ibm.com people may presume that you are adult,
computer literate, and somewhat stuffy. washington.k12.ia.us - you are under 18.
[email protected] female - even though barbara could easily be a
man named Peter Barbara.
[email protected] vs [email protected]
A has probably been using computers longer than B.
[email protected] versus [email protected]
A is more seriousn
signature
Set up a default siganture
Barbara J. Popescu MBA student in Tourism, Restaurants and Hospitalityhttp://www.master-businessadministration.blogspot.com
attachments
Acceptable attachment name: “Joanna Spataru_Resume 2/5/08 .Pdf”
Unacceptable attachment name: JS.pdf
Ethics: Respect other people’s addresses
Do not forward messages with other people’s addresses
