Email Etiquette for the Business Professional

Email Etiquette for the Business ProfessionalEIDT 6100 Group ProjectSkills Made Easy

Insert Jeremys movieOverviewEmail & BusinessDOsDONTsProfessionalismProcedures / Best Practices

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.

Email in the United States

2010 Census U.S. Population 308 million In Aug 2009, 279.9 million Americans use email87% of teens use electronic communication 20% of young adults have three or more personal email accounts75% 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

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

Businesses Use Email for:Convenience available 24/7Cost savings reduces physical productsRemoves spatial barriersDocuments business agreementsMakes information available quicklyReaches large audiences

Business Email ExposureLiability for improper useLack of privacy/monitoringCompany policyMisunderstandingsDecisions can be delayedA sloppy imageThe message is lost

DOs DOsBe concise and to the pointLimit small talkShort 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

DOs Cont.Answer all questions/Pre-empt additional questionsLink answers to specific questions give examplesAnticipate additional questions and respond to those as well show samples

DOs Cont.Use proper spelling, grammar and punctuationAlways use spell check before sendingObserve rules of proper grammar and punctuation - use grammar check if available

Samples before and after spell and grammar check

DOs Cont.Answer promptlyAcknowledge receipt of incoming emailIf an email requires research let the sender know when to expect a final response

Add examples DOs Cont.Use a meaningful subjectSum up the topic of the email in 4-6 wordsWhen a quick response is needed use key words in the subject line such as: APPROVAL NEEDED

Add email samples DOs Cont.Use grown words in business emails not r u for are you cu for see you

Add additional examples DOs Cont.Any other DO you might haveDONTs DONTsDo not use business email for personal correspondenceDONTs Cont.Do not attach unnecessary files

DONTs Cont.Do not overuse the high priority optionDONTs Cont.Do not write in CAPITALSDONTs Cont.Don't leave out the message threadDONTs Cont.Do not overuse Reply to AllDONTs Cont.Do not ask to recall a message (unless essential)DONTs Cont.Do not copy a message or attachment without permissionDONTs Cont.Do not use email to discuss confidential informationDONTs Cont.Don't forward virus hoaxes and chain lettersDONTs Cont.Any other DONT you might haveProfessionalismProfessionalismMake it personal (not generic)Professionalism Cont.Read the email before you send itProfessionalism Cont.Take care with abbreviations and emoticonsProfessionalism Cont.Do not forward chain lettersProfessionalism Cont.Use active instead of passive voiceProfessionalism Cont.Avoid using URGENT and IMPORTANTProfessionalism Cont.Avoid long sentencesProfessionalism Cont.Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarksProfessionalism Cont.Any other PROFESSIONALISM tip you might haveBest PracticesBest PracticesMake it personal (not generic)Best Practices Cont.Use proper structure & layoutBest Practices Cont.Add disclaimers to your emailsBest Practices Cont.Be careful with formattingBest Practices Cont.Take care with rich text and HTML messagesBest Practices Cont.Request delivery and read receipts (Use sparingly)Best Practices Cont.Keep your language gender neutralBest Practices Cont.Don't reply to spamBest Practices Cont.Use cc: field sparinglyBest Practices Cont.Mailings > use the bcc: field or do a mail mergeBest Practices Cont.Other Best Practices you may want to addSUMMARY