email communication skill presentation
TRANSCRIPT
Effective Email Communication
Lokesh GuptaCo-Founder iTestiWin.com www.itestiwin.com
www.itestiwin.com
Why need to write effective emails
Make sure emails are read
Convey message clearly
Increase productivity Avoid
confusion/conflict
www.itestiwin.com
Some common email mistakes
Vague or non existent subject line
Changing topic without changing subject
Sending before thinking Inadvertent Replying to all Misaddressed recipients Replying Vs. Forwarding
www.itestiwin.com
Effective Email Structure
Addressing Subject Line Message Text Signature Line Attachments Style
www.itestiwin.com
Addressing Limit to who really needs to
know Make it clear in text who has
action and who is info addressee
Use Bcc to protect email addresses unless every one knows each other
Watch reply all Avoid typing addresses free
hand. Many addresses are similar.
Fill addresses last to avoid sending an incomplete email
www.itestiwin.com
Subject Line
Headline (think newspaper) Grab attention Summarize message
www.itestiwin.com
Subject Line Examples
Bad Example Subj: Important! Read
Immediately! Subj: Meeting Subj: Announcement Subj: Follow up about
meeting
Good Example Subj: Do we need a
larger room for social meeting on May 14th?
Subj: 99acres Team Building Meeting (10 Jan) MoM
www.itestiwin.com
Message Text
Keep the message focussed and readable Keep it short Use inverted pyramid structure (like
newspaper) Break into paragraphs Avoid Capital letters, fancy typefaces Proofread and spellcheck Add attachment first so that later you do not
forget itwww.itestiwin.com
Signature Line
Include (if you want people to contact you) - Name, Title, Organization, Email, Phone Can be shortened for frequent correspondents
www.itestiwin.com
Do's for Email Communication
Check spellings Check attachments Check if only relevant people are
included Proper salutations and signature are
in place Subject is relevant Set clear actionable items for
different people Keep content short and bulleted Review before sending
www.itestiwin.com
Don't for Email Communication Never let your emotions control your mails. Wait for 24
hours before replying to any heated conversation. Let it cool down.
Never say in Email what you wouldn’t say in person or would not like to see in the press or defend in court.
Do not use professional mails for personal use Do not send mail to everyone in your team or company.
No body has time to read irrelevant mails. Send to only relevant people.
Do not write long essays. Keep mail short and crisp.
www.itestiwin.com
Questions & comments?
www.itestiwin.com