E mail etiquette-1 For Students who are in Sem III... Useful for Business Communication

And more……

By Pooja Rasal

‘Leadership and communication are inseparable. You can’t have one without the other.’ ---Claude I. Taylor

General E-mail Etiquette RulesALL CAPS IS CONSIDERED SHOUTINGSo is over punctuating!!!!!!Not using capitalization or punctuation makes e-mail

hard to readText messaging abbreviations r confusing 2 ur co-

workersAvoid emoticonsExplain AcronymsCheck spelling and grammar before sendingKeep slang at a minimum

Think of these before you hit sendNeeded (Does the recipient need this to do their job)

TimelyRelevantComplete

AppropriateCompliant (e-discovery)Professional Inoffensive

TargetedLimit use of Reply to allLimit use of CC/BC Use Distribution Lists CarefullyBest Channel

Format your e-mailsWe need to test the upgrade before we proceed with

the pilot in Pediatric Otolaryngology. Does the project have the funding to purchase a couple of the hardware upgrades so I can test with in this area? I can provide you a quote from Insight for the upgrade. I need to verify that it works as advertised before we advertise that we can do this for all devices.

Paragraphs and bullets clarify We need to test the upgrade before we proceed with the

pilot in Pediatric Otolaryngology. Does the project have the funding to purchase a couple of

the hardware upgrades so I can test with in this area? I will1. provide you a quote from Insight for the upgrade 2. verify that it works as advertised before mass deployment

Building better e-mailsStrengthen the SubjectSculpt the body

Strengthen the SubjectUse Keywords in Subject line

Action: Prepare slides for Leadership Breakfast on June 17

Info: Update on E-mail Etiquette PresentationConfirmed: Presentation will be ready for review on

June 6th

Delivery: Slide pack for June 17th Leadership BreakfastEntire message in subject line

June 17th Leadership Breakfast Slides looks good (eom)

Sculpt the BodyBreak message into sections

Action summary – What is the point of the e-mailBackground – Detail, but organize into

Key points Definitions If audience is in the know do not go into complete history

Close – Next steps or actions itemsIf you include attachments give explanation of what

they are.

Rules3 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 RuleIt is okay to write a heated e-mail, just wait 24 hours

before you send it.

The NoiseDaily approximately 180 billion emails are sent

An estimated 100 billion of these emails may be unsolicitedUnwanted email

Phishing Appear to be from legitimate site, businesses Request personal or financial information Only work if you click or respond, best to just delete

Spam Ads and scams Replying or unsubscribing validates your address for more spam Do not reply, delete email

Virus Installed software without knowledge or consent Computer use monitored and controlled You must click or open program to infect

Why?What is the point of these E-Mails?

Money - #1 reasonSelling information on black market

Health Care – approximately $50 per account Credit Cards – approximately $2-3 per account

Who is behind this? Average hackers/scammersOrganized 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

Who to contact?

Future TopicsHow to protect information?Safe computing for home and your children?Electr0nic Discovery?