Jitu Email Ppt

8/8/2019 Jitu Email Ppt

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Writing EffectiveWriting EffectiveEmailsEmailsWriting EffectiveWriting EffectiveEmailsEmailsJITENDRA SHARMAJITENDRA SHARMA

MBA(AB)1MBA(AB)1ststyr.yr.

IABMIABM


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10 habits contd.

5. Unintentional replying to all.6. Leave out the context of a reply.

7. Shooting the messenger.8. Misaddressed recipients.9. Displaying addresses of recipients

who are strangers to each other.10. Replying vs. forwarding.


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Agenda1. Addressing2. Subject Line3. Message Text4. Signature Line

5. Attachments6. Confidentiality and Security7. Managing Email8. References

9. Discussion


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Addressing

Limit to who really needs to know. Make it clear in text who has action

and who is info addressee.

Watch Reply All. Fill in addresses last to avoid sending an

incomplete Email by mistake.


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Addressing (contd.)

Use address book with mail groups &validate often. Avoid typing addresses free hand; many

addresses are similar. Send same message to multiple

recipients by editing message as new orcutting and pasting.


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Subject Line

Headline (think newspaper). Grab Attention.

Summarize message.

Make it easy for recipients to triageyour Email and find it later.

Dont Reply All to a message to grab

addressees without changing subject.


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Rate These Subject

Lines1. Subject: Important! Read

Immediately!!

2. Subject: Meeting3. Subject: Follow-up About Meeting4. Subject: Announcement

5. Subject: Do we need a larger roomfor Social meeting on May 14?


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Message Text

Keep the message focused and readable. Keep it short.

Break into paragraphs; skip lines between.

Use short sentences and active voice. Use plain text editor.

Avoid smileies.


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Message Text (contd.)

Write in standard professional Englishwith Capitalization and correct spelling.

Dont type in All Caps like yelling(anger).

Use * * to highlight text if you must.

Proofread & spell check.

Quote back selectively when replying tolong messages.

Yes, I agree. is useless without context.


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Message Text (contd.)

Identify yourself clearly to coldcontacts. Hello, I amThe reason I am writing Hello, so-in-so suggested I contact you

Respond Promptly. Apologize if you dont. Interim reply when too busy.

Dont shoot the messenger.


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Attachments

Cut and paste relevant parts ofattachment into text of Email.

Use URL links instead. Upload attachments to website and cite URL.


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Signature Line

Include (if you want people to contact you) Your name Title Organization

Email address (especially on listservs) Website Phones

Can be shortened for frequent

correspondents or placed in header ofEmail stationery.


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Signature Line (contd.)

If you must include a quote insignature keep it short.

This message is intended for


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Confidentiality and

Security Dont assume privacy.

Unencrypted Email is not secure and may be

monitored. Dont include in an unencrypted Email anythingyou would not want a third party to read.


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Confidentiality and

Security (contd.)Protecting attorney-client privilege Email must be

A communication between attorney andclient (person or corporation).

The purpose of which is to seek or obtainlegal advice.

The communication must be made and kept

in confidence.


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Confidentiality and

Security (contd.)Protecting yourself

1. Have a separate free Email account fornewsletters, white paper registration, etc.

2. Delete browser history, user ids andpasswords after using a public Internetconnection.

3. Logout and close all Apps after using a publicInternet connection. (Restart if possible.)

4. Dont conduct company business on non-secure personal computer.5. Never include personal or financial info in an

Email.


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Confidentiality and

Security (contd.)Protecting yourself (contd.)

6. Install a good security suite on your personalcomputer.

Many ISPs, e.g., COMCAST, provide them free.7. Never share account info, even with family.8. Use strong passwords.9. Use encryption and digital signatures for

important Email.


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Managing Email

Organize Email into folders. Use company file plan for in-house Email.

Keep a copy of all sent Email.

Review and clean out folders periodically. Dont print Email unless you need to refer

to it remotely.


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Managing Email (contd.)

Send Email to all correspondentsapologizing for not replying and askingthem to resend important Email.

Delete all old messages in Inbox.

Then check your inboxes daily.


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Managing Email (contd.)

Use separate Email channels forseparate communities: Professional

Business In-house Family and friends Hobbies and interests

Listservs


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References

1. Calvin Sun. 10 common e-mail habits that wastetime and cause problems.

2. .Effective Email How to communicatepowerfully by email.

3. Ellen Dowling, PhD.10 Tips for Effective E-mail.

4. Business writing by Suzanne D.Sparks

5. E-Business by Mark J. Barrenchea

6. Improve your marketing with better e-mail byBrain Konradt


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References (contd.)

7. Gene Wicker, Jr. E-Mail Etiquette.8. Jessica Bauer and Dennis G. Jerz. Writing

Effective E-Mail: Top 10 Tips.9. www.emailreplies.com

1o. www.google.com11. www.abajournal.com


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Discussion

Questions and Comments?

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