email protocol & courtesy
TRANSCRIPT
Em@
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Nidhi Baichoo
Em@
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Nidhi Baichoo
Know the definition of emailUnderstand the importance of email in today’s EraKnow when to use email at the best interest Know how to be efficient and effective with the use of emailKnow the Email Etiquette and Understanding their importance Conclusion
OBJECTIVES
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Nidhi Baichoo
Electronic mail, most commonly referred to as email or e-mailsince 1993, is a method of exchanging digital messages from anauthor to one or more recipients. Modern email operates across theinternet or other computer networks. Some early email systems required that the author and the recipientboth be online at the same time, in common with instant messaging. Today's email systems are based on a store-and -forward model.Email servers accept, forward, deliver, and store messages. Neitherthe users nor their computers are required to be onlinesimultaneously; they need connect only briefly, typically to a mailserver, for as long as it takes to send or receive messages.
WHAT IS ‘EMAIL’?!!!
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Nidhi Baichoo
Email is a quick and easy way to stay in touch with family, friends, business contacts, and strangers. It doesn't cost the price of a stamp and you don't have to wait for days to get a response or answer. In the business world, it is an easy, fast way to keep in touch with co-workers and employers. Emails keep us from wasting valuable time being placed on hold when you need to contact someone regarding business or pleasure.
IMPORTANCE OF EMAIL IN TODAY’S WORLD
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Nidhi Baichoo
Email is a form of one-way communication, meaning itdoes not allow for an immediate exchange of ideas. Ifyou plan to use email as your communication tool,consider its limitations and your strategy for gettingfeedback. Aside from using email as a logisticscoordination tool, it’s best used as follow-up to meetingsor conference calls to recap concepts, agreements andgain alignment between groups. As with all communications, emails must be planned andconsidered to get the action you want.
WHEN TO USE EMAIL
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Nidhi Baichoo
DO use email to:
Provide one or multiple audiences with a brief status update in the body of a messageDeliver a longer message or information as an attachment to your intended receiversGive timely information consistently to a group of receiver(s)Prompt the receiver(s) to view web-based content or other content that’s attached
WHEN TO USE EMAIL
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Nidhi Baichoo
DON’T use email:
To give bad or negative newsTo give complex, detailed or lengthy information or instructionsWhen the receiver deserves an opportunity to give immediate feedback or responseWhen there might be nuance or context that can’t be understood by written words; to express feelings
WHEN TO USE EMAIL
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Nidhi Baichoo
Allocate specific times of the day to read and respond to your e-mail
If you don't stay in control of checking your e-mail, you may end up wasting too much of your work day checking it. Try to respond to emails immediately.
Organize your email whenever you are in itEffective use of work email includes deleting emails you know you won't need as you read them and filing those that you will need in specified folders. If you organize your e-mails on a regular basis, you won't clutter up your inbox, thus causing anxiety every time you open it
BEING EFFICIENT & EFFECTIVE
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Make sure you create a signature for your messages that includes your title, department, and important contact information
This way you won't have to keep adding it manually, risking the possibility of misspellings or even forgetting the information altogether.
Remember that to use email at work successfully you need to keep email messages brief and to the point.
Just like most website content, paragraphs should contain approximately 20 wordsfor easier reading on the part of the recipient. Long emails can be daunting andexhausting to look at, never mind read
BEING EFFICIENT & EFFECTIVE
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Learn the rules of Email Etiquette. For example, typing in all capitals is considered yelling in emaillanguage. Try to stick to one color, preferably black, a plain text, andan easy to read font. This will ensure that your recipient will be ableto read your emails without problem.
Be professional when emailing a formal correspondence.
Refrain from using emoticons such as smiley faces and always re-read andspell-check your message before sending it. Your credibility is behind every emailyou send
BEING EFFICIENT & EFFECTIVE
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Nidhi Baichoo
Use email only when appropriate. Even in this Internet age, there are times when email is just not appropriate andwriting a formal letter the old fashioned way or even calling the person you wish tocommunicate with is more suitable. Confidential letters and documents shouldalways be written in letter form, whereas emails should be reserved for shorter correspondences.
Remember to include a reference in your subject line that will inform the recipient of the email's content.
By doing this, the recipient will know what your email is about and will be able to fileit accordingly, and find is easily at a later date, if necessary.
BEING EFFICIENT & EFFECTIVE
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Nidhi Baichoo
‘ETIQUETTE’ is defined as the rules governing
socially accepted behaviours.
Similarly Email Etiquette means virtual behaviourapplied to chat and messaging
WHAT IS EMAIL ETIQUETTE
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1. Greetings and Send-offsI never start an email with the contents. An email always begins with a sound introduction or with the recipient’s name. This will, in the beginning, let them know to whom they are speaking with. When you begin by acknowledging them by name (e.g. Hello, John Doe), you will let them know whom you intend on talking with. When you are done with an email, always
finish by saying “Thanks” or “Cheers”, to practice good etiquette and respect.
2. Know When to CallNot all communication has to occur through email. Once conversation begins to
mention specifics, it may be wise to schedule a phone call—this can prevent misunderstandings and can even expedite your correspondence. It is also respectful to pick up the phone when a meeting, scheduled by email, is cancelled.
LEARN THE RULES
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Nidhi Baichoo
3. Mind Your PunctuationProfessionalism involves knowing how to mind your punctuation. In a standard email
correspondence, you should use periods and question marks about 95% of the time. Leave exclamation points to when your conversation is light-hearted, and you’re familiar with the recipient.
KILL HIM NOT, WAIT FOR ME V/S KILL HIM, NOT WAIT FOR ME
4. Chekc you're speeling adn grammerGrammar and spelling should be two considerations when emailing in a professional
environment. Even though the content is the star of the email, ensuring that your grammar is in check allows the business acquaintance to know that you are taking the conversation seriously. Most email clients have spelling and grammar checks, so use them!
ONE MORNING I SHOT AN ELEPHANT IN MY PAJAMAS. HOW HE GOT INTO MY PAJAMAS I’LL NEVER KNOW.Take advantage of the fact that the same sentence can have two different structures. This famous joke from Groucho Marxassumes that most people expect the structure of the first part to be One morning [I shot an elephant] [in my pajamas].But another possible, and perfectly grammatical, reading is One morning [I shot] [an elephant in my pajamas].
LEARN THE RULES
Em@
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Nidhi Baichoo
5. The Clock is TickingWhen dealing with business, never keep them waiting. As the saying goes, “time is
money”. You should never let a recipient wait more than two days for your reply. Just like a phone call, waiting on an email can hold up progress on whatever project you are attempting to establish. After all, isn’t that why you’re emailing and not using snail mail?
6. Cc V/S BccDon't use BCC to keep others from seeing who you copied; it shows confidence when
you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
7. Consider The Privacy of OthersThere will be instances when you’ll have to send business emails to multiple
recipients who may not know each other. The recipient’s email address is added to the “To:” section in average emails, but in multiple recipient emails, you should add the addresses to the “BCC” or Blind Carbon Copy section, to prevent others from viewing recipient addresses.
LEARN THE RULES
Em@
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Nidhi Baichoo
8. Engineer the Perfect Subject LineThe first thing your recipient sees is the subject line. Frankly, they will discern the
importance of an email by a subject line before reading its contents. Make sure you leave a great impression by being mindful of capitalization, being concise, and to the point.
9. Reply vs. Reply-AllNothing is more embarrassing than sending a mass email that was intended for only
one recipient. This is the result of an email that began with multiple recipients. When replying, you will have the option to “Reply”—which emails the sender—or “Reply-All”, which sends your message to everyone the original message was sent to. Double check before sending, or you’ll be sorry.
10.Don't send chain letters, virus warnings, or junk mailAlways check a reputable antivirus Web site or your IT department before sending
out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home e-mail account.
LEARN THE RULES
Em@
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Nidhi Baichoo
11. Tailor a SignatureUnlike a greeting or send-off, an email signature is automatically added to the bottom
of a message, where you can add a small biography and contact information. This doesn’t replace a quality greeting, but it does allow a new acquaintance to learn more about you and to know where to get in contact with you.
12. Go in Vacation ModeSeveral times a year, during vacation, I usually find myself separated from my email.
As seen in tip #4, time is of the essence, and it’s rude to leave an email in your inbox unanswered. To alert individuals of my absence, I add an auto-responder (through Gmail, but also available on other clients) mentioning of why I’m gone and when I will return.
13. Be Mindful of LinksHackers have found ways to add viruses and malware to attachments and links. When
forwarding emails, ensure that the links and attachments are safe. Also, reduce the number of chain messages you forward and never send any from an unknown recipient.
LEARN THE RULES
Em@
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Nidhi Baichoo
14. Ask Before AttachingThe reason companies don’t like large attachments is because companies are given a
specified storage space they pay for. Your large attachment eats up their storage allowance. Before sending a large attachment, or multiple ones, always ask for permission from the recipient.
15.Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.
LEARN THE RULES
Em@
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Nidhi Baichoo
16. When is Irony Appropriate?Irony is a popular form of comedy for most people. However, in a business setting,
you should shy away from it. Irony in any written form can be misunderstood at best, and at worst be taken as offensive. Save the irony for emails within your company.
17. Rethink Your FontA company email isn’t a PowerPoint presentation from your sixth grade English
project: leave the fancy fonts for another time. Not only does it come off as unprofessional, some companies may not have the email clients that can present such fonts. Besides, who wants to read Edwardian Script font anyway?
Professional Fonts to Use• Times New Roman• Georgia• Veranda• Arial• Book Antiqua• Calibri
LEARN THE RULES
Em@
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Nidhi Baichoo
18. Documents Open for AllObscure file types can prevent companies from being able to open the attachments
you send, which can slow down business operations and projects. Leave attachment file types to PDFs, .doc, .txt, or .jpeg. They usually are of a reasonable size and can be opened on most machines and operating systems.
19. Separate Work from PlayIt’s not wise to use your company email to send personal messages to friends and
relatives. Use your business email for colleagues and business acquaintances only, for two reasons: to maintain the professional nature of your inbox, and to limit wasteful use of email storage space.
20. Ensure Your Email Wasn’t TrashedIf you haven’t heard back from a receiver, chances are that they are busy. Inquiring on
whether or not they got your message could make it worse, but there are times when emails are quite pertinent. Wait a week to a week-and-a-half if time allows, and if you still don’t have a reply, call them or dispatch another email.
LEARN THE RULES
Em@
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Nidhi Baichoo
21. Make Your Intentions ClearWhen recipients only have a minute or two to read an email, you should make your
message as concise and to the point as possible. Provide an outline in the beginning of the email of what you expect from the recipient before going a bit in depth.
22. Connect Email to Your PhoneTo prevent recipients from waiting, connect your business email to your phone to
ensure that you are able to reply to them in a timely manner. In the settings of most smart phones, you are able to adjust your signature.
23. Inner Company AcronymsWhile acronyms are ill-advised to new acquaintances, creating company acronyms
between co-workers can be a clever way to ensure that they understand the importance or intent of the message. Acronyms like “NRN” (No Reply Needed) can allow colleagues to know what messages are urgent and what can wait.
LEARN THE RULES
Em@
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Nidhi Baichoo
24. Extend What’s in EmailIt’s easy to blame forgetting or misunderstanding a meeting request given through an
email. Most email clients don’t have alarm systems. This means it’s your responsibility to apply outside the inbox what is relevant (creating calendar alerts for meetings, etc) to be productive.
25. Consider Time DifferencesIt can be aggravating to request a call or meeting through email and not hear back
within a timely manner. It is necessary, however, to ensure that this isn’t due to time zone differences. If you are requesting a call from an Australian acquaintance and you’re in New York, ensure time zone differences are worked out.
26. Check Your CalendarTo prevent unnecessary back and forth emailing, it is wise to be mindful of traditions
and holidays in the culture or religion of your recipient. If you are in a country where Christmas isn’t widely celebrated, it may not be wise to schedule a meeting for December 24th when the rest of your location is on business as usual.
LEARN THE RULES
Em@
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Nidhi Baichoo
27. Don’t email when you are angryWait for yourself to cool off, before you write anything. If you write in anger you
might write what you will regret! Wait until you think cleared, then read what you wrote before sending the email
28. Always reread the email Keep the good habit of reading or re-reading your email before clicking the send
button for any error, bad word use, wrong tone ….
LEARN THE RULES
Em@
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Nidhi Baichoo
Em@
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tiqu
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Nidhi Baichoo