CHAPTER 2

MANAGE VIA

E-M

AIL

BY :

J ON

NA

, T A

NN

ER

, &

AS

HLY

NN

Goal: Write E-mails that help you build and manage a team.

WHAT YOU WILL LEARN

1. Use e-mail to build a team

2. Use e-mail to develop a project

3. Use e-mail to show personal interest

4. Use the Do’s and Don’ts of e-mail managing

E-MAIL AS A MANAGEMENT TOOL

• Assigning work

• Setting expectations

• Monitoring progress

BUILDING A TEAM - BRAINSTORM FROM A FAR• Send regular updates

• Specifics; dates, names, times, performance figures

• Positive feedback

• Team spirit

DEVELOP A PROJECT – SHARE DOCUMENT INFO DISCUSSIONS, & DECISIONS• Ask for suggestions

• Gather suggestions and create them into a project

• Follow up with additional info

• Ask team for input on project

SHOW PERSONAL INTEREST – MANAGERS MAKE PERSONAL CONNECTIONS WITH EMPLOYEES• Send personal note when appropriate

• Real sentiments and correct details

INTERNATIONAL E-MAL

When you build international teams, remember that in different cultures, people treat personal connections in ways. For example, in Japan, managers often publicly praise teams for their accomplishments, while in Italy, managers usually praise individuals, and do so privately. Both cultures, however, value business partners that show deep respect. Being aware of these differences and similarities in cultures can help you make the strong connections with your international colleagues and clients.

THE DO’S AND DON’TS OF E-MAIL MANAGEMENT

1. Don’t rely on E-mail exclusively•Know when to use email vs. face to face

communication•Handle major announcements in person•Never use e-mail to discipline a bad employee,

for a sensitive issue, or deliver bad news

2. Do Police Yourself-email is as efficient as the person using it•Always read email over before sending•Be productive, use for essential business

3.Do Keep It Short•Get to the point•Clearly identify subject•Long messages are not read right away

4. Do Distribute to a Short List•Small distribution of receivers•Do not reply to entire list

THINGS TO REMEMBER WHEN WRITING E-MAILS-Make sure your text is gender neutral

-Nonspecific language respects the diversity of readers

-Avoid focusing of the disability of the reader

-Avoid focusing of age

THE QUESTION

GAME!