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Effective Email Communication
K Hon 24 September 2014
Transcript of Effective Email Communication
An email, as an electronically delivered message, has the capacity to be used as an effective & productive workplace tool. On the other hand, as a written message, an email can occasionally has the unfortunate ability to be misinterpreted by the reader.
By following a few useful tips and suggestions, email communication is a extremely efficient way in successfully portraying your message to your audience
Email (defined) - "communicate electronically by computer"
STRUCTURE OF YOUR MESSAGE
How will your reader react?
What is your message?
What tone & structure is required?
What do you want the reader to do?
WRITE A CLEAR EMAIL
Set aside specific email times (if you can)
Create files/folders to help organise completed emails
Unsubscribe yourself to any unnecessary "junk mail"
MANAGE & PRIORITISE
1. Read & decide on email priority
2. Reply immediately or create deadlines
4. Delete irrelevant emails
Managing your emails
This is your "heading"
Ensure it is relevant to email content
Make it easy to file & refer to for recipient
Subject line - make it meaningful
Who is your audience? Only address to the relevant person/s
What does the reader know about the subject? How much detail?
What do you want them to do?
PLAN - STRUCTURE
Prioritising your emails
"consider your relationship with the recipient/s"
Greeting & Sign Off
DRAFT - EDIT
Reply to urgent emails instantly - if not let the recipient know you will get back to them
Use flags to schedule email deadlines
Use rules (email tool) if applicable
"Think before you write and edit before you send"
eg. Contract for Project XYZ
Use a persons name in your greeting and spell correctly
Respond in the same way they have signed off "Mr Smith"
Sign off relevant to the tone of your email. eg. don't use "yours sincerely" if it is a casual email
Use appropriate signatures
An email should be clear, concise & to the point, with enough detail to ensure the tone is not overly blunt.
A suggestion for composing an effective email, is:
Emails are just that - a message
PLAN - STRUCTURE - DRAFT - EDIT
State the message clearly
Advise on the action you require
Elaborate on any details
Mention any attachments
Write quickly, follow your plan and get your thoughts documented
Use concise, clear language
Do not edit while drafting
NEVER SEND WITHOUT EDITING
Proof read for spelling, grammatical & punctuation
Ensure you have relayed your message clearly so the read understands
Check again who you are sending to - do they need to know?
The cost of non-work related, or non-productive emails to any organisation can be huge.
Managing and prioritising your emails is an important skill in creating a maintainable workload of emails.