Geri Ann FullerPresented by

1. Don’t put anything in an email that you’re not willing to see on the front page of the newspaper

• Most companies monitor email

• An email meant for only 1 or 2 people could end up being read by the entire company

• Language appropriate for someone you know well might be viewed differently by those who don’t know you well

“Oh, blah,blah,

blah.”

2. Use a strong subject line, and keep the email short•The subject determines whether the reader even opens your message

•If possible, use an action word to call the reader’s attention

•Use simple, plain language and say as much as you can in a few words

2. Use a strong subject line, and keep the email short

•The best subject lines give the reader a good idea of what is enclosed in the email

•Keep your emails to 1 screen and 1 subject. Longer messages can be attached as a Word document.

1. There are times when Reply All is appropriate, such as group projects

2. Some of the worst cases of emails gone wrong have to do with the wrong person receiving an email

3. It’s easy to hit the Send key by mistake

4. When using Reply All you include blind copied names that you may not see on the recipient list

5. Get in the habit of starting a fresh email every time

6. Leave the address line blank or use your own email address while you compose your message

7. Enter the recipient’s name after you are completely sure that you are ready to send it

• Good writing is evidence of clear thinking

• Great writers know that writing is a process

• Most people say what they mean only when they really think about it

• Don’t use colorful backgrounds, and stick to standard serif typefaces such as Times New Roman

• Keep it legible at an 11- or 12-point font size

DO

N’T •Use emoticons, flowers, quotes for the day, etc.

•Use sexist language ever

•Use acronyms or jargon unless you are certain your audience will understand them

•Send jokes on the company computer

•Use all caps

•Forward spam or chain mail

5. Never strike the Send key when you’re angry or if your message is one your reader will not like

1. Email tends to sound angry even when you’re not

2. When we communicate in person, body language and tone of voice account for most of the message

3. It may be best to have a face-to-face meeting or phone conversation. If it’s not possible, write out your message, but don’t send it for a day or two. Read it again and you’ll be happy you didn’t send it that day.

4. It’s not a good idea to use email for anything that might be received as negative

5. It’s better to discipline or deny a request in person so you can gauge how the person responds

5. Never strike the Send key when you’re angry or if your message is one your reader will not like

6. Don’t send sympathetic or congratulatory messages through email. Handwritten messages are more meaningful in these circumstances.

7. Don’t discuss race, gender, ethnicity, religion or politics

8. Read emails out loud so you can hear the tone in your message

5. Never strike the Send key when you’re angry or if your message is one your reader will not like

6.Get started right away by planning effectively

3 elements of planning:• Brainstorming• Assessing your audience• Organizing your work

One of the hardest parts of writing for many people is just getting started.

Use the right hemisphere, or the creative side of the brain.

The right hemisphere makes us imaginative, artistic, physical, impulsive and emotional.

One well-known brainstorming technique is mind mapping.

Brainstorming

Booth Presentation Publicity

Copy

Print

Mailing

Post

Represent

Display

Script

PowerPoint

Equipment

Press Releases

Media

Brochure

TradeShow

Brainstorming

Assess Your Audience• The purpose statement is the first

step in planning

• What do you want your readers to do or think after reading your document?

• When you assess your audience, you are learning about them so that you can give them what they want

• Purpose + audience + content = document!

Assess Your Audience1. Who are my readers?

2. What do they know about my topic?

3. What do they want or need to know?

4. What are my readers’ backgrounds?

Assess Your Audience5. How experienced are they?

6. How well educated are they?

7. What else do I know about them?

8. Who am I writing to?

Assess Your Audience• Picture the face of a typical person in the audience while writing

• Consider the communication style of your reader, and present information in a way that he or she can relate to

• Most of us write most easily to our own communication style, but you may need to adapt to the way they think to get them on your side

Fact

ual:

• This is the most common communication style

• They are very detail-oriented

• They want proof

• This is the only one of the 4 communication styles that will read the entirety of a long document

Lova

ble:

• This is the person in the office with the candy bowl on his or her desk

• This person’s need is to get along

• They know what is going on in the office

• They are collaborative in their decision making

• They are likely to read the conclusion of your document

Exec

utiv

e:

• This type of communicator is hard-charging, organized and managerial

• They are motivated by a drive to get it done

• They only want to know what they need to make a decision

• They will always read bullet points in your document

Soci

al:

• This is the least common type of communicator

• They strive for attention

• They are open, direct, often creative and inspiring

• They are likely to only look at parts of your document that stand out

The Inverted PyramidMost important information

Least important information

Top of your document

Bottom of your document

The Persuasion

PyramidMain reasons you

want this goal

Facts or examples that support your main reasons

PurposeStatement

7. Find a way to make your message positive• Ask for what you want,

not what you don’t want

• Avoid writing in a manner that can be understood as sarcastic or negative

• Ask for things in a way that makes people want to help you

8. Use grammar tips to avoid mistakes

KISS:Keep It Short andSimple

1. Write at a sixth- to ninth-grade reading level. If they don’t understand, they’ll stop reading.

2. Use short words, short sentences and short paragraphs

3. Use white space in your email to prevent people from being overwhelmed

8. Use grammar tips to avoid mistakes4. Do use contractions such

as isn’t, won’t and can’t

5. Do use personal pronouns such as you, I and we

6. Do start your sentences with conjunctions such as and, because and yet when you’re showing transitions

7. Do end your sentences with prepositions if it’s awkward not to

Remember that rules change.Many rules that we learned in

high school no longer apply in business email writing.

WRONG: He planned to go to the basketball game tonight, he had to stay home and finish a report instead.

RIGHT: He planned to go to the basketball game tonight. He had to stay home and finish a report instead.

RIGHT: He planned to go to the basketball game tonight; he had to stay home and finish a report instead.

RIGHT: He planned to go to the basketball game tonight, but he had to stay home and finish a report instead.

Also avoid using no punctuation at all:He planned to go to the basketball game tonight he had to stay home and finish a report instead.That’s just confusing and unclear to your reader.

Avoid Run-on Sentences

Avoid Misplaced ModifiersA misplaced modifier is when what you’re trying to describe is different than what it sounds like you’re trying to describe.

An example: Being only 8 years old at the time, my grandmother was my favorite person in the whole world.

It would be better to say: Being only 8 years old at the time, I adored my grandmother.

Avoid Passive VoiceInvoices should be sent by managers

to Accounting no later than 3 p.m.Or

Managers, please send invoices to Accounting before 3 p.m.

In passive voice, the subject becomes the object, and the object becomes the subject.

Which of these messages is clearer?

Avoid Passive Voice

•You do not know who or what did the action

•Another part of the sentence is more important

•We don’t want to blame someone else

•To take the heat off ourselves if we did the negative action

Passive voice weakens your writing unless 1 of these conditions applies:

9. Cut the fat

• If you go on and on without getting to the point, people may not even open your emails

• If you train your readers that every word of your message packs a punch, they will pay attention

9. Cut the fat

• Watch out for redundancy: Tuna fish, true facts, honest truth, etc.

• Eliminate gobbledygook: Free of charge can be simply free

• Avoid using these words: That, which, who, there are and it is

10. Proofread!Proofreading is your last chance to make sure your email is right before you send it out. At this stage you will be less focused on the message

and will make sure all typographical errors have been corrected.

Top 10 Dos Before You Hit Send

1. Make the subject line prompt an appropriate response or action

2. Keep emails short, preferably 1 screen

3. Check for spelling and typos. Don’t rely on the spelling and grammar checker.

4. Check and answer your email promptly

Top 10 Dos Before You Hit Send

5. Limit your emails to 1 screen and 1 topic. Use attachments if you have a lot to say.

6. Delete as much unnecessary detail as possible

7. Respond in a timely manner when someone has asked you for a specific action or response

Top 10 Dos Before You Hit Send

8. Reply to the sender only when asked for specific information from you. Reply to all when it is requested or necessary given the email request.

9. Include a salutation, closing and signature

10.Format your text and use bullets and headings to focus the reader on the key information in your email