e mail etiquettes

E-mail EtiquettesA professional & personal communication need

‘Leadership and communication are

inseparable. You can’t have one

without the other.’ ---Claude I.

Taylor

E-mail Etiquettes

E-mail

email - a system of world-wide electronic communication in which a computer user can compose a message at one terminal that can be regenerated at the recipient's terminal when the recipient logs in; "you cannot send packages by electronic mail"

Use of e-mails

Information Exchange

Brainstorming and Problem Solving

Record Keeping

Group Work

Staying in Touch Professionally

Staying in Touch Socially

Transmitting Documents

Etiquette

The practices and forms prescribed by social convention or by authority.

General E-mail Etiquette Rules

ALL CAPS IS CONSIDERED SHOUTING So is over punctuating!!!!!! Not using capitalization or punctuation makes e-mail hard to read Text messaging abbreviations r confusing 2 ur co-workers Avoid emoticons Explain Acronyms Check spelling and grammar before sending Keep slang at a minimum Intimation email prior sharing of huge attachments Acknowledgment for received emails E-mail continuity Formatting Use of appropriate Subject

Building better e-mails

Strengthen the Subject

Sculpt the body

Strengthen the Subject

Use Keywords in Subject line

Action: Prepare Reports for Sales Meeting on January 13.

Info: Update on Reports

Confirmed: Reports will be ready for review on January

8th

Delivery: Reports for January 13th Sales Meeting

Entire message in subject line

January 13th Sales Meeting Reports looks good (eom)

Sculpt the Body

Break message into sections

Action summary – What is the point of the e-mail

Background – Detail, but organize into

▪ Key points

▪ Definitions

▪ If audience is in the know do not go into complete history

Close – Next steps or actions items

If you include attachments give explanation of what they

are.

Rules

3 Volley Rule

If a topic is bounced back and forth more than 3 times it is time

to pick up the phone or schedule a meeting.

24 Hour Rule

It is okay to write a heated e-mail, just wait 24 hours before

you send it.

The E-mail Drawbacks

Daily approximately 180 billion emails are sent

An estimated 100 billion of these emails may be unsolicitedUnwanted email

PhishingAppear to be from legitimate site, businessesRequest personal or financial informationOnly work if you click or respond, best to just delete

SpamAds and scamsReplying or unsubscribing validates your address for more spamDo not reply, delete email

Virus Installed software without knowledge or consentComputer use monitored and controlledYou must click or open program to infect

Unwanted Use

What is the point of these E-Mails? Money - #1 reason Selling information on black market ▪ Health Care – approximately $50 per account▪ Credit Cards – approximately $2-3 per account

Who is behind this? Average hackers/scammers Organized criminals

Wording to make you feel that you have to comply or you cannot access

your money.

Leaves no way to contact someone to verify

authenticity.

No specific time to comply

When you hover over links you see that they don’t go

to where you expect them.

Never open an attachment from

someone you do not know.

Support groups will never ask for you to send you

user id and password via e-mail

Thank you e-mail

Hi All,

Hope you have enjoyed this Program.

Thanks & Regards,You Know me!!