2. Agenda
1 Communication
2 Why E-Mail Etiquettes ?
3 Other common modes of
communication
4 Office Ethics
5 Striking Balance between
6 articlship & studies
Time Management
Suresh &
Co.,
3. Communication
• The imparting or exchanging of
information or news ( Verbal or non-
verbal)
• It is very simple as well as complex.
Effective Communication :
extends the concept to require that
transmitted content is received and
understood by someone in the way it was
intended.
Empowering Communication :
4. Importance of
Communication
Convey
Getting Value Building
information
things done Addition relationship
as it is
5. Tips for Effective
Communication
• Be a good listener
• Pay attention
• Be Consistent
• Common ground
• Self-belief
• Never argue
• Have empathy not sympathy
• Repeat what you have understood
• Keep a check on your gestures/body
7. Other commonly used modes
Teleconference and Web
of Communication
conference etiquette
- Round of Introduction
- Reduce all possible distraction
- Be considerate
- Keep an eye on time
- Attention to ppt or files being
shared
- Dress appropriately
- Do not eat or drink during the video
8. WHY EMAIL ETIQUETTE IS
IMPORTANT
Professionalism
Protection
from Efficiency
liability
9. FOCUS ON 8
Clarity
C’s
Include examples and other visual aids when
desirable
Conciseness
Shorten Sentences by creating one idea per
sentence
Correctness
Be sure of what you are conveying
Do not short forms in the mails
Completeness
Answer all questions asked
10. Consideration
tHInk From tHE rECIpIEnt’s poInt oF vIEw
24 Hour Rule
Courtesy
Respect the recipient
Apologize where-ever required
Construction
Use a Descriptive & Catchy Subject Line
Greet Right
Always Use your Signature
Common Sense
Use as efficiently as possible
11. Do’s & Don’ts
• Be very specific with the use of
bold, italic or underline font style
• Paragraph and line spacing should
be legitimate and visually
appealing
• Read the email thrice before you
send it
• Reply with original message only,
12. ConED…
• Use Follow Up Flags
• Use CC: field sparingly
• Use the Bcc: field while you do not
want all addressee to know who
all are being mailed the same
matter
• When in Bcc, do not reply. They are
sensitive mails
13. Contd..
• Don't reply to an email message when
angry, as you may regret it later. Once
the message has been sent, you will not
be able to recover it
• Avoid religious, libelous, defamatory,
offensive, racist, communal or obscene
remarks
• Do not use email to discuss confidential
information
• Do not use Jargons unless you know its
meaning
15. The Hot Potato
Closing
The hot potato or action item
closing technique is a means of
ending a letter with a clear
understanding of what the next
step is.
While concluding your email;
• Mention clearly of your
16. A CAnDIDAtE’s
Application
Dear Sir,
This has reference to your advertisement
calling for a typist and an accountant –
mAlE or FEmAlE…As I m botH For tHE pAst
several years and I can handle both; I m
applying for the post.
Thanks & Regards,
Ankit Agarwal
17. Did you know ??
Daily approximately 180
billion emails are sent &
An estimated 100 billion
of these emails may be
unsolicited
18. Poor Usage
Examples
Discussion that could have been
done on the phone !!
19. Remember
• Don’t AlwAys usE outlook – Just
because email is easier, pick up
the phone or meet in person.
Don’t HIDE bEHInD your ComputEr
monitor!
• Constructive confrontation or
20. Preference
sSize : 11
• Calibri
• Trebushet
• Times New Roman
• Georgia
• Verdana
• Cambria
• Tw Cen Mt
23. General
Instruction within two
• Pick up the telephone
rings. Positive greeting. Give a proper
s reply. Pass on proper message
• Give feedback/update as required
even if the job is not completed do not
hesitate.
• Do not think that you can do all the
work plan/delegate the work.
• Write down work given by seniors and
give feedback promptly.
24. • Be in a professional attire
especially at client
place/meetings etc.,
• Use one side waste papers
whenever possible. Check print
preview before printing.
• If there is any doubt ask and clear
the doubt. Do not hesitate.
• Do not argue with seniors
unnecessarily.
• Do not gossip
26. Benefits of passing CA
after Articleship
Good Communication And Power To
Tackle People
Ability To Take Up Responsibility
And Plan Things Properly
Virtual Insight On The Tasks And
Complexities We Would Face After
Completing CA
Employable/Contributor from
Day 1
27. Making out of
Articleship
LOVE THE JOB Assigned by the Senior
Read The Journals & Related CA Books
regularly
Apply The Theoretical Knowledge To Practical
Situations
Assume Responsibility
Develop Good Relation With The Principal
28. Studi
es
Work
Responsi
bilities
Right
Attitude
30. Managing your
time tasks and manage
Learn to delegate, share
upwards as well as down.
Maintain high expectations, and people will
live up to them.
Use facts, not emotions. Be clear about the
subject from the basics.
Go through the entire file before starting
work on any new work.
Take interest in what others are trying to
achieve.
31. Managing your
Manager
• bE AwArE oF your boss’s workInG
patterns, and try to adapt to them.
• Bring more than one thing at a time to
discuss with your manager.
• Know thy managers expectations and
tailor the way you work to fit in with
your mAnAGEr’s ExpECtAtIon.
1st slide : Include Communication alsoWhat is communicationImp of commn effective & empowering commn listen and then communicateTips for effective commn : Pay attn, Be Consistent, common ground, self-belief, never argue, have empathy not sympathy, repeat what you have understood, writing communication : date, addressing the person, reference, subject, body of the letter, closing remarks, signature, enclosuresAfter mail ethics : teleconference and web conference etiquetteRound of Intro Reduce all possible distractionBe considerate Keep an eye on timeAttn to ppt or files being shared Dress appropriately, do not eat or drink(video conf)
The Hot Potato ClosingThe Idea is to always end with a hot potato so that the person will have to get rid of it rather than get burnt. The hot potato will always cause some reaction.Eg: 1. If you have any question, please do not hesitate to call (Who ever hesitates?)Instead: I’ll call you next week to answer any questions this letter may have raised.2. Awaiting your reply. (so wait!)Instead: can we hear from you by the October 15th?3. Please return this at your earliest convenience. (That’s after everything else)Instead: As soon as we receive the signed documents, we’ll be able to process a refund.