EMail Using It Effectivley 2013

5/24/2018 EMail Using It Effectivley 2013

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Using email Effectively

Dr. Yaseen Hayajneh


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Communication

Communication is a process whereby meaningis defined and shared between livingorganisms.

Communication is an important aspect ofhuman life,

Communication helps human beings to connectwith each other as individuals and as independent

groups.

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Communication is necessary for:

Information Dissemination

Expressing Emotions/Ideas

Education: educator-students interaction

Building Relationships

Entertainment

Movies, music, television shows, ... are types of

communication Decision-making

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Communication

Communication requires

a sender,

a message, and

a reciever Communication can occur across vast

distances in time and space.

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e-Mail

e-Mail is a medium of communication hasbecome an almost indispensable tool for

business,

educational, social and

personal purposes.

Its importance in the future will Continue togrow.

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Email

A communication standard

The number of e-mail users andthe usage rates are continuing to grow.

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Advantages of email

Email has the advantage of being quick andeasy.

Saves time

Phone talks engage the sender in small-talks withthe recipient.

In a busy world, email allows the samemessage to be conveyed in a minute or twowithout implied rudeness.

Archival

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Email is used for

Email is used as a means of communicationbetween 2 or more parties.

It is often more efficient than traditional :

shorter transit between the sender and thereceiver(s).

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Anatomy of Email message


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Carbon CopyCarbon Copy

Carbon CopyCarbon Copy


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What makes email different?

No nonverbal cues

how much of our communication isnonverbal

65-93% of message is nonverbal

Tone is important

Email misunderstandings causesconfrontations.

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What makes email different?

Level of Formality Most people view email

as more formal than a phone call

less formal than a letter Electronic

Send and it gone, emails are archived somewhere,forwarded without your knowledge or consent.

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Tips for Using email Effectively

Do .


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Clear Identity

Make sure that your real name (First nameand Last name) appears in the "from" field ofthe email.

I don't appreciate receiving emails from"redrose1612" or "knightoftheworld1342",without reference to sender's real given name.

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From whom?

E-mail recipients put more weight on who thee-mail is from than any other item whenchoosing.

which e-mails to open which to delete

which to complain about

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BCC

Use the BCC field when sending bulk email.

If you're sending email to a whole list of people, puttheir email addresses in the BCC field.

The privacy of the recipient is respected, andspammers cannot harvest the email addresses.

BCCs within an organization can createdistrust

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Meaningful Subject Line

Use a meaningful subject

meaningful to the recipient as well as yourself

Always include a subject line that accurately and

precisely describes the purpose or content of youremail.

For my courses: In the subject line, write first the course number of the course

you are communicating regarding.

Example, if you are communicating regarding course number251 CAHM", write first 251 then a space then the subject.

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Before writing the body

Purpose: Make sure that the email you sendserves a legitimate purpose.

Before you type anything into a new message,

know why you are writing this email and what youwant to achieve

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Easy to Read emails

Write easy to read emails

Not too long paragraphs

A blank line between paragraphs

Format well Use headlines, bullets, and numbers

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Leave address line blank while writing

If you must answer an email right away, leavethe address line blank.

If you hit Send before youve had a chance to

reread your email, the email wont go through.

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Background

Don't assume the recipient knows thebackground.

Include enough contextual information at the

beginning of the e-mail for the recipient toknow what the matter is about.

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Keep the Thread

When replying to an e-mail, use the replyoption on the sidebar in your mail.

This will keep the message in the "thread", and

make it easier for the recipient to follow.

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Keep Message Concise

Be concise and to the point.

Keep messages brief and to the point

Do not make an e-mail longer than it needs to be

Delete any irrelevant text when an email has beenback and forth several times.

When Replying to me:

When replying to an email, keep the content of

the previous email/s(don't delete the older text).This way I will Know what the topic is.

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Correct Spelling, Grammar and Punctuation

Use punctuation in a normal manner.

Check your spelling!

One exclamation point is just as effective as five !!!!!

Use correct grammar as with any written message.

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Layout for readability

Layout message for readability.

Use spaces and breaks between paragraphs andlong sentences to make it easier on the reader.

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Empty email

Always include text in your email, especiallywhen sending attachments. Don't send anemail without any text in it.

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Read and Review before Sending

Read the email before you send it.

Review and make sure that your email is writtenwell Avoid negativity and criticisms and what may be

misinterpreted.

Help you send a more effective message and avoidmisunderstandings and inappropriate comments.

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Check the Address Line before sending

Double-check the address line before sending.

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When to reply

Reply within 24 hours, less if possible.

Reply immediately if proper. It also makes you lookefficient.

Allow time for a reply. E-mail messages are not usually required to be

answered immediately.

The longer you leave it to reply, the more likely

you will forget or Postpone it if ???

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Attachments

Attachments:

When you include attachments, make sure todescribe the purpose of sending them. I don't openattachments unless the sender, purpose, andsafety of the attachment are verified.

Forgetting attachments.

Its easy to forget.

Attach the file before writing the email.

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Greetings

Always have greeting

Hello,

Dear,

Salam,

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Signature

Use a signature line that gives your name,title, and contact information.

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Virus Scanner

Have a good virus scanner in place

Others will not be very happy if you send themdocuments full of viruses!

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Closing

Formal:

Sincerely,

Best regards,

Cordially Informal:

Thanks;

All the best,

Talk to you later

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Dont

Things to avoid ..


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ALL CAPS

Do not write in CAPITALS.

IF YOU WRITE IN CAPITALS IT SEEMS ASIF YOU ARE SHOUTING.

This can be highly annoying and might trigger anunwanted response .

Therefore, try not to send any email text in capitals.

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Chain Letters

multilevel marketing, chain letters, pyramidschemes

Example:

email claims to be for the benefit of a dying child or promisesto make you rich overnight if only you send it to five morepeople, and send $10 to the person who sent it to you.

Becoming more common,

Do not forward chain letters.

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Large Attachments

Avoid sending file attachments larger than amegabyte unless it is directly necessary

Large Attachments

(Curiosity Attachments) clogg mail servers and in-boxes

much to the annoyance of systems administrators.

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Angry Outbursts

Don't send or reply to email when you areangry.

Wait until you have calmed down, then

compose the email. Once email is written and sent, it can't be

recalled.

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Delivery and Read Receipts

Do not request delivery and read receipts.

annoy the recipient before he or she has even readyour message.

Besides, it usually does not work anyway Instead, ask the recipient to let you know if it was

received.

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Confidential Information

Do not use email to discuss confidentialinformation.

Sending an email is like sending a postcard.

Never say anything in an electronic messagethat you wouldn't want appearing, andattributed to you

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Dont Reply to Spam

By replying to spam or by unsubscribing, youare confirming that your email address is 'live'.

Confirming this will only generate even more

spam. Just hit the delete button or use email software

to remove spam automatically.

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Urgent ?

Do not overuse the high priority option.

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Avoid

Gossip

Humor is risky; commonly misunderstood;jokes backfire. Use with caution.

Ambiguities stuff Criticism of the management

Liability related

Emails with no text

Documents

EMail Using It Effectivley 2013