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Page 1: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Email Etiquette and ManagementEmail Etiquette and Management

Dr. Robyn GershonDr. Robyn GershonAssociate Dean of Research Resources

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Page 2: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Lecture OutlineLecture Outline BasicsColumbia University PoliciesColumbia University PoliciesEmail Etiquette – How to write emails– How to present a professional imagep p g

How to manage your emailFATAL FLAWSFATAL FLAWS

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Page 3: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

BasicsBasics

Email is written communicationEmail is written communicationDetermine why you are writing this email

I thi i t di ?– Is this an appropriate medium?Email is like a letter…

and even more like a postcard.

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Page 4: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Basics continuedBasics, continued…

Email is the wrong medium for:Email is the wrong medium for:Sensitive Topics

Th d f t f ti– These deserve face-to-face conversationAnything funny or possibly inappropriateComplex Information– Send this as an attachment – Or make a phone call

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Page 5: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Basics continuedBasics, continued…

Email is public informationEmail is public information?? …Ask yourself the test question…??

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Page 6: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Columbia University PoliciesColumbia University PoliciesEach user is responsible for his or her accountNo sharing of passwords or accountsNo sharing of passwords or accountsReading others’ e-mail is forbiddenF b i lFor business purposes onlyGratuitous files (large photo files) are not acceptableacceptableNuisances (chain letters), obscene, harassing or unwelcome emails are prohibited andunwelcome emails are prohibited and prosecutableEmails are almost never truly deleted from CUEmails are almost never truly deleted from CU system

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Page 7: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Columbia University PoliciesColumbia University Policies, continued…

Do not use for private commercial purposespurposesNo computer gamesU l f l b i i l ffUnlawful use can be a criminal offenseViolators will have accounts suspended– Can be revoked– Penalties include termination of employmentp y

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Page 8: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Columbia University PoliciesColumbia University Policies, continued…

Go to: htt // l bi d / / li /i d ht lGo to: http://www.columbia.edu/cu/policy/index.html

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Page 9: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

How to Present a ProfessionalHow to Present a Professional Image

Don’t be sloppy:Don’t be sloppy:– Use abbrvs only w/cls frnds and cllgues

Al f d ll h kk– Alwayys profread an spell checkk– Use correct punctuation!

Keep messages brief and to the pointKeep messages brief and to the point:– Do not double space between paragraphs

D t ALL CAPSDo not use ALL CAPS –– BoldBold important words

S i l il t th f t dSummarize long emails at the front endAlways put explicit info in the subject line 9

Page 10: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Professional Image SalutationsProfessional Image SalutationsFormal: Dear Mr. XX,

Dear Bob,Informal: Hi BobInformal: Hi Bob,

Hello Bob, Bob,

To a Group: Dear All, Dear Team, To Team MembersTo Team Members, Dear Faculty, 10

Page 11: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Professional Image ClosingsProfessional Image Closings

Every email deserves a closing:Every email deserves a closing:Thank you, Si lSincerely, Warm Regards, Thanks, BestBest,

Make sure you complete the signature lineAdd ll t t i f i l di b it– Add all contact info– including websites

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Page 12: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Professional Image Closingshttp://www.mailman.hs.columbia.edu/faculty-staff/research-resources-r2-office

Professional Image Closings, continued…

Signatures should have contact info:

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Page 13: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Professional Image continuedProfessional Image, continued…Never forward chain letters, junk mail, or jokesDon’t send virus warningsg– Check with CUIT first before sending out an

alarm– Alarm should come from them

Leave out smiley faces…Leave out smiley faces…except for friends :)

K h t l tKnow when to let go– (e.g., Thank You, You’re Welcome, Good Bye)13

Page 14: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Professional Image continuedProfessional Image, continued…

Copy (cc):Copy (cc):– Only when absolutely necessary

Blind Copy (bcc):Blind Copy (bcc):– Only when you have a long list of names

Use caution when sending group emails:Use caution when sending group emails:– Almost no reason to “Reply All”– Only for something of high importanceOnly for something of high importance

needing collective input– Not for: “Me too!”

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Page 15: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

How to Write EmailsHow to Write Emails

Determine the purposeDetermine the purpose– Answer or ask a question

Verify information– Verify information– Send a document

Get action– Get action– Schedule a meeting

Put purpose in the subject line– Quick query– Schedule a Meeting– Did you get Info I sent? 15

Page 16: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Use Journalistic TriangleUse Journalistic Triangle

Main Point

Details

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Page 17: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Journalistic Triangle Sample #1Journalistic Triangle Sample #1.

I am writing a grant on injury rates and need your help.

The grant is going to NIH and is due

on June 12th

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Page 18: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Journalistic Triangle Sample #2Journalistic Triangle Sample #2.

We need to improve email skills among faculty.

The date ofThe date of training is May

28th.

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Page 19: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Email EtiquetteEmail Etiquette

Make it easy on your reader; get to theMake it easy on your reader; get to the pointKeep it briefKeep it briefUse short paragraphs (1 sentence is fine)– blank line between them

Use lists where possible– Bullet them

Use alerts to save timeUse alerts to save time

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Page 20: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

How to Write EmailsHow to Write Emails

Be careful of toneBe careful of tone– Abrupt Rude– Casual Unprofessional– Polite Professional

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Page 21: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Setting High ImportanceSetting High Importance

Only use whenOnly use when messages are actually of high y gpriority!

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Page 22: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

AbruptAbrupt

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Page 23: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

RudeRude

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Page 24: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Really RudeReally Rude

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Page 25: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

CasualCasual

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Page 26: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

UnprofessionalUnprofessional

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Page 27: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

PolitePolite

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Page 28: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Polite and ProfessionalPolite and Professional

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Page 29: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Email ManagementEmail Management

Power Emailers: > 50+ emails per dayPower Emailers: > 50+ emails per day

A i t l 2 h dApproximately 2 hours a day

Super Power: >100 + emails per dayApproximately 4 hours a dayApproximately 4 hours a day

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Page 30: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Email Management continuedEmail Management, continued…

Designated Times to handle email:Designated Times to handle email:

Schedule A Schedule BSchedule A Schedule B

10 AM 8 AM

4 PM Noon

8 PM 4 PMPower emailer– can add early AM and late yPM times

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Page 31: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Email Management, continued…g ,Set designated timesK il l ffKeep email alarm offProcess emails dailyEvery Friday, clean out inbox and empty trashClean out Folders/Trash/Junk/ Sent Files monthlymonthlyAdd junk mail to block sender listCl t dd b k d d tClean out address books and update weekly or monthly 31

Page 32: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Email TriageEmail Triage

Newest on top no skipping aroundNewest on top, no skipping aroundSort by name for quick clean-upD it h l ?Does it have any value?

Yes No Delete

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Page 33: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

To Eliminate “No’s”To Eliminate No s

Unsubscribe- BUT ONLY FORUnsubscribe- BUT ONLY FOR TRUSTED SOURCES-otherwise it can actually be used for spamactually be used for spamBlock senderS t l il tSet up personal email accountGmail is virtually unlimited– BUT– having more than 1 email address is

NOT recommended

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Page 34: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Triage of “Yes” EmailTriage of Yes Email

4 D’s4 D’s4 D s4 D s–– Do itDo it (2 minutes or less)

Delegate itDelegate it (forward function)–– Delegate it Delegate it (forward function)–– Defer it Defer it (Flag it, e.g., all scheduling requests

Deposit itDeposit it (Into a file folder)–– Deposit it Deposit it (Into a file folder)

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Page 35: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

Flagging EmailFlagging Email

Flag as aFlag as a reminder to follow upfollow up

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Page 36: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

File Folders/CategoriesFile Folders/CategoriesExamples:

To Do Today– To Do Today– Follow Up: Short Term– Follow Up: Long TermFollow Up: Long Term– Important– Project Xj– Budget-Related– Travel-Related– Reviews– Students– Teaching– Personal 36

Page 37: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

FATAL FLAWSFATAL FLAWS

Anything illegalAnything illegalHitting “Reply All”S di t thSending to the wrong personWriting “in passion” of the moment…

and sendingPrevent-- using the 10 second delayPrevent using the 10 second delayIf in doubt, don’t send it out.

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Page 38: Email Etiquette and Management 3.3.10.ppt...Email Etiquette and ManagementEmail Etiquette and Management Dr. Robyn GershonDr. Robyn Gershon Associate Dean of Research Resources 1

ReferencesReferencesChan, Janis Fisher. 2008. E-mail, A Write It Well Guide: How to Write and Manage E mail in the Workplace Oakland CA:to Write and Manage E-mail in the Workplace. Oakland, CA: Write it Well. Columbia University Information Technology. Computing, Network and Information Policies. http://www.columbia.edu/cu/policy/index.html. (Accessed May 19, 2009). Productivity Tips for Working With Microsoft Outlook. http://www.labnol.org/software/tutorials/microsoft-outlook-productivity-guide/1830/. 2007. (Accessed May 13, 2009). p y g ( y , )“Microsoft Outlook Help for Microsoft 2007.” http://office.microsoft.com/en-us/outlook/FX100647191033 aspx?CTT=96&Origin=CL10062us/outlook/FX100647191033.aspx?CTT=96&Origin=CL100626971033. (Accessed May 21, 2009).

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