Writing Effective Emails Hand Out

Embed Size (px)

DESCRIPTION

Writing Effective Emails Hand Out

Text of Writing Effective Emails Hand Out

  • Writing Effective Emails: Mastering Todays Number

    One Tool for Business Communication FEATURED FACULTY: Philip Vassallo, Ed.D., Writing Management, Design, Instruction, and Assessment 732-721-7577 phil@philvassallo.com

    mailto:phil@philvassallo.com
  • Philip Vassallo, Ed.D., Writing Management, Design, Instruction, and Assessment Philip Vassallo has developed, delivered, and supervised communication training programs for a wide range of managerial, administrative, and technical professionals in corporate, government, and academic environments. He has also taught writing and presentation skills on the graduate and undergraduate university levels, most recently for the Beijing International MBA program at Peking University. He has served as an essay and speech evaluator for the Educational Testing Service on standardized tests such as the Graduate Record Examination, College Level Examination Placement, Graduate Management Admissions Test, and the Test of Spoken English. He also has provided writing coaching and assessment services for numerous corporate employees. Dr. Vassallo is the author of the books How to Write Fast Under Pressure, on writing efficiently; The Art of On-the-Job Writing, on work-related writing; The Art of E-Mail Writing, on business e-mail; The Inwardness of the Outward Gaze, on philosophy and teaching; and The Choice Movement and Educational Equity, on education. He also writes Words on the Line, a column and a blog on effective writing. He has contributed to many literary and educational publications, and to books by McGraw-Hill, St. Martins Press, and Simon & Schuster. Ten of his plays have been staged in New York and elsewhere, and he has won or been a finalist in several state and national playwriting competitions. Dr. Vassallo holds a bachelors degree in English from Baruch College, a masters in education from Lehman College, and a doctorate in educational theory from Rutgers University. He is a past president of the New Jersey College English Association.

  • **Certificates of attendance and CEUs, when available, must be requested through the online evaluation.**

    Evaluation for Live Event:

    Wed like to hear what you thought about the audio conference. Please take a

    moment to fill in the survey located here:

    http://www.c4cm.com/handouts/030113.htm

    Requests for continuing education credits and certificates of attendance must be

    submitted within 10 days of the live event.

    Evaluation for CD Recording:

    Please use the following link to submit your evaluation of the recorded event:

    http://www.c4cm.com/handouts/CDEval.htm

    Please note: All links are case sensitive

    Receive 1.5 recertification credit hours toward PHR and SPHR recertification through the Human Resource Certification Institute (HRCI)! For more information about certification or recertification, please visit the HRCI homepage at www.hrci.org. "The use of this seal is not an endorsement by the HR Certification Institute of the quality of the program. It means that this program has met the HR Certification Institute's criteria to be pre-approved for recertification credit."

    Receive 1.5 CPE credits by attending the live Audio Conference! CCM is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN, 37219-2417. Web site: www.nasba.org Program Level: Intermediate Prerequisites: This course is for participants with some exposure to the subject. Advanced Preparation: None Delivery: Group Live CPE Credits: 1.5 Recordings of the program do not qualify for CPE credits. For more information regarding administrative policies such as complaint and refund, please contact our offices at 877-900-C4CM (2426).

    http://www.c4cm.com/handouts/030113.htmhttp://www.c4cm.com/handouts/CDEval.htmhttp://www.nasba.org/
  • Writing the Right Email

    2012 Philip Vassallo 1

    Presented by Philip Vassallo, Ed.D.

    Welcome!

    author of three books on work-related writing, the blog Words on the Line, and 50+ published articles on writing theory and practice

    instructional designer, trainer, writer, and editor for corporate and government clients

    writing assessor of standardized tests

    faculty member of Beijing International MBA program

    doctorate in educational theory

    Your Instructor

    2

  • Writing the Right Email

    2012 Philip Vassallo 2

    Tips from Three Sources

    3

    1. Master the unique challenges of email.

    2. Compose purposeful, reader-focused emails.

    3. Employ strategies for creating a courteous tone.

    4. Manage your email system effectively and efficiently.

    Webinar Objectives

    4

  • Writing the Right Email

    2012 Philip Vassallo 3

    Statement getting to the point

    Support addressing the issues

    Structure organizing your ideas

    Style coming across professionally

    4S Email Writing Product

    5

    REWARD

    1. Saves time for sender.

    2. Promotes brevity.

    3. Encourages casual style.

    4. Eases sending to multiple readers.

    5. Contributes to paperless world.

    6. Stimulates writing and reading.

    RISK

    1. Could waste receivers time.

    2. Could promote ambiguity.

    3. Could cause tone problems.

    4. Could annoy multiple readers.

    5. Could contribute to losing key information.

    6. Could inundate readers with information overload.

    Email Rewards vs. Risks

    A Delicate Balance

    6

  • Writing the Right Email

    2012 Philip Vassallo 4

    Suppose Ava received from Otto, a coworker, the following email:

    To: Ava Re: XYZ ReportFrom: Otto Date: Today 1:23 p.m.

    Ava,

    Question: When will the XYZ report be ready? Ill be referring to it during my conference call with Calvin Client next Friday. This meeting represents a great business opportunity for us. Hope it all works out. Do you need my help to prepare it? Id be glad to help. Also, Ill be out of town on Thursday, so Ill need you to lock up the office that afternoon.

    Thanks,Otto

    And Ava responded with the following email:

    To: Otto Re: Re: XYZ ReportFrom: Ava Date: Today 1:30 p.m.

    Ill email you the report on Tuesday.

    7

    Request, Draft 1

    To: Ava Re: XYZ ReportFrom: Otto Date: Today 1:23 p.m.

    Ava,

    Question: When will the XYZ report be ready? Ill be referring to it during my conference call with Calvin Client next Friday. This meeting represents a great business opportunity for us. Hope it all works out. Do you need my help to prepare it? Id be glad to help. Also, Ill be out of town on Thursday, so Ill need you to lock up the office that afternoon.

    Thanks,Otto

    1. a subject line that does not preview the purpose

    2. an opening that does not cover the entire message

    4. a key point buried at the end of the message

    3. a single paragraph that conveys more than one idea

    5. a closing without clear next steps.

    8

    Five Common Email Problems

  • Writing the Right Email

    2012 Philip Vassallo 5

    Email is writing, not talking.

    Premise 1: The Art of E-mail Writing

    9

    1. Preview the purpose in the subject line.

    Email Solution: Getting to the Point

    Avoid Vague Subject Lines

    Re: Update

    Prefer Focused Subject Lines

    Re: Project XYZ Update

    Re: Meeting Re: Quality Assurance Meeting Minutes

    Re: Smartphone Re: Proposal for a TrueX Smartphone

    10

  • Writing the Right Email

    2012 Philip Vassallo 6

    2. State the purpose immediately.

    The Purpose Here is an update of Project XYZ.

    The Point To describe the work completed, issues encountered, issues addressed, and remaining work for Project XYZ.

    The Purpose The minutes of our Quality Assurance meeting appear below.

    The Point To note the agenda issues addressed, lessons learned, newest action items, and staff assigned to address them.

    The Purpose Purchasing a TrueX smartphone for our project managers will improve data sharing in remote locations, responsiveness to management and client inquiries, and access to client databases.

    The Point To describe how purchasing a smartphone would inexpensively achieve the three stated objectives for the project managers.

    11

    Email Solution: Getting to the Point

    3. Reinforce the purpose with focused next steps in the closing .

    Email Solution: Getting to the Point

    12

    Purpose Here is an update of Project XYZ.

    Next Steps You will receive a final update upon completion of Project XYZ.

    Purpose The minutes of our Quality Assurance meeting appear below.

    Next Steps The next QA meeting will be on March 4 in Conference Room 2 at 1 p.m. Please contact QA if you wish to amend these minutes.

    Purpose Purchasing a TrueX smartphone for our project managers will improve data sharing in remote locations, responsiveness to management and client inquiries, and access to client databases.

    Next steps Please allow time to discuss this proposal at our next staff meeting, and click here for more information about the TrueX smartphone.

  • Writing the Right Email

    2012 Philip Vassallo 7

    If Otto reported to Ava and wanted to be deferential, he could write this message:

    To: Ava Re: Two Business IssuesFrom: