““Send the Right Messages Send the Right Messages about E-Mail”about E-Mail”

Article by: Diane B. Hartman & Article by: Diane B. Hartman & Karen S. NantzKaren S. Nantz

Sharon P. CottinghamSharon P. Cottingham

Consider the AudienceConsider the Audience

What does my receiver know?What does my receiver know? What does my receiver need to know?What does my receiver need to know? What does my receiver want to know?What does my receiver want to know? What will my receiver think, say, and do in What will my receiver think, say, and do in

response to this message?response to this message? Does my receiver have special needs to Does my receiver have special needs to

consider?consider?

Points to Help You Make your Points to Help You Make your E-Mails More EffectiveE-Mails More Effective

Establish distribution guidelines.Establish distribution guidelines.

Send only to people who will be able to Send only to people who will be able to help with/ or benefit from the E-Mail.help with/ or benefit from the E-Mail.

Consider if you need to reply to everyone Consider if you need to reply to everyone who received a group message.who received a group message.

Is it Wise to E-Mail?Is it Wise to E-Mail?

Examples on situations when E-Mail Examples on situations when E-Mail is beneficial:is beneficial:– When time is of the essence and the When time is of the essence and the

information is not delicate.information is not delicate.– General information that everyone in General information that everyone in

the office should know about (i.e. blood the office should know about (i.e. blood drive, staff meeting reminder).drive, staff meeting reminder).

– When overtime and extra shifts are When overtime and extra shifts are available.available.

The Personal TouchThe Personal Touch

• Instances when face to face is more Instances when face to face is more effective than E-Mail.effective than E-Mail.– Major company upheaval (down sizing Major company upheaval (down sizing

or benefits being cut). or benefits being cut). – Illness or death involving a co-worker.Illness or death involving a co-worker.– Personal information.Personal information.

Be Clear!Be Clear!

Emotions are not conveyed well over E-Emotions are not conveyed well over E-Mail.Mail.

‘‘Emoticons” in E-Mail make up for body Emoticons” in E-Mail make up for body language we would use if we were face to language we would use if we were face to face.face.

Don’t assume your audience is familiar Don’t assume your audience is familiar with abbreviation, emoticons and with abbreviation, emoticons and shorthand.shorthand.– Either define them or do not use them.Either define them or do not use them.

Be especially careful when sending E-Mail Be especially careful when sending E-Mail outside of the company or to international outside of the company or to international destinations. destinations.

11stst Impressions Impressions

The first screen of your E-Mail is the first The first screen of your E-Mail is the first impression you give to your audience.impression you give to your audience.

11stst Impressions Impressions

The first screen of your E-Mail is the first The first screen of your E-Mail is the first impression you give to your audience.impression you give to your audience. Grab their attention and don’t lose it.Grab their attention and don’t lose it.

11stst Impressions Impressions

The first screen of your E-Mail is the first The first screen of your E-Mail is the first impression you give to your audience.impression you give to your audience. Grab their attention and don’t lose it.Grab their attention and don’t lose it.

Helpful hints:Helpful hints:

11stst Impressions Impressions

The first screen of your E-Mail is the first The first screen of your E-Mail is the first impression you give to your audience.impression you give to your audience. Grab their attention and don’t lose it.Grab their attention and don’t lose it.

Helpful hints:Helpful hints: Compose subject lines carefully.Compose subject lines carefully. Keep your message concise and to the point.Keep your message concise and to the point. In a reply, remind your reader about the original In a reply, remind your reader about the original

message or include sections of the original text.message or include sections of the original text.

11stst Impressions Impressions

Don’t overdo it with graphics.Don’t overdo it with graphics. Write professionally, consider grammar, spelling Write professionally, consider grammar, spelling

and punctuation.and punctuation. Proofread!Proofread!

Printing a hard copy will make your task easier.Printing a hard copy will make your task easier.

NetiquetteNetiquette

When sending an E-Mail:When sending an E-Mail: Write the message as if it will be permanent.Write the message as if it will be permanent. Only send the message to those who will Only send the message to those who will

benefit from it.benefit from it. Be courteous and kind. Constructive Be courteous and kind. Constructive

criticisms only…Don’t insult your audience.criticisms only…Don’t insult your audience. Clearly differentiate between option and fact.Clearly differentiate between option and fact. Avoid offensive language.Avoid offensive language.

NetiquetteNetiquette

Limit text to one screen.Limit text to one screen. Remember that E-Mail should not be used to Remember that E-Mail should not be used to

avoid meeting someone face to face, it avoid meeting someone face to face, it should help you connect with people.should help you connect with people.

Be creative:Be creative: Use it for brainstorming, informal or brief training Use it for brainstorming, informal or brief training

and as a tool for feedback. and as a tool for feedback.

NetiquetteNetiquette

When receiving E-Mail:When receiving E-Mail: Promptly forward E-Mails to others.Promptly forward E-Mails to others. Respond to messages in a timely manner.Respond to messages in a timely manner. Keep your inbox clean.Keep your inbox clean. Stay focused, don’t interrupt your work Stay focused, don’t interrupt your work

whenever an E-Mail arrives.whenever an E-Mail arrives.

The EndThe End