Using Emails to Communicate Effectively
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Email Etiquette and Email communication have posed a constant challenge. Here are some tips on how to manage it.
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Using Emails to Communicate Effectively
- 1. USING EMAILS TO COMMUNICATE EFFECTIVELY
- 4. ATTACHMENTS
- 8. EMAIL RESPONSE TIME • You bank with ABC International and your ATM Card and Token just got stolen. You just received a credit alert of 1M for an outstanding payment you have been expecting. How long would you want them to respond to you? a. 1-2 hours b. 3-6 hours c. 1 day d. 2 days and above
- 9. MY INBOX
- 10. MAILING LISTS
- 11. NOW YOU CAN SEND
- 12. QUESTIONS
Editor's Notes
- Email etiquette is the way you communicate when using email. Make sure your e-mail includes a courteous greeting and closing. Helps to make your e-mail not seem demanding or terse.Break out multiple points or questions as numbered items in all email correspondence. Address your contact with the appropriate level of formality and make sure you spelled their name correctly.Spell check - emails with typos are simply not taken as seriously. Courtesy – warm regards, your’s sincerely
- Typing in Caps - That's yelling or reflects shouting.Bolding your type - know you are bolding your statement and it will be taken that way by the other side Patterned Backgrounds - Makes your email harder to read.Stay away from fancy fonts - only the standard fonts are on all computers.Use emoticons sparingly to ensure your tone and intent are clear.Typing in all small case - gives the perception of lack of education or laziness.
- sending emails of sizes upwards 1MB is not considered professional. File sizes should be checked and if possible, zipped or compressed before the email is sent. Documents which may cause particular problems include large files with photographic images, graphics or video clips.When mailing clients whose corporate mailing rules you are not aware of, courtesy dictates you ask the recipient first if it is okay to send them an attachment and what is the best time of day to do so to ensure they are available to download your file and keep their email flowing.It’s better to compress the email attachment as a zip file because most operating systems have native ability to unzip the file unlike winrar where you have to ensure the user has winrar installed
- As you compose the email a copy gets to the draft folder automatically but you have to save it if you decide to exit
- For example you want to send the folder named KPI’s to someone. You right click on d folder an scroll to “send to”. When this is highlighted, several options are shown and you click on “compressed (zipped) folder’’This is for those that do not have winrar installed
- Usually it’s best to confirm from the client which app they use to send large files as they would be able to download at their own time
- Company claims they are professional. Responsible, integrity etc. and tell their customers that all they need to do is fill a request form online for their issues to be sorted out instead of coming to their office.That’s the way customers feel. Always acknowledge the mails and tell them you would get to it
- When you receive an email:If it requires no action (just informatory) you either archive for reference or trash (could be subscriptions, invoice notifications, payment alert, new client etc)If it requires action: If you are not to do the task – you delegateIf its not your task (i.e. not a client you are managing) – no action requiredIf it’s your task - check how long it will take:2mins or less – do it/
- Imagine if you were on several mailing lists within an office. This means you receive an individual copy of the mail and a departmental copy of the same mail e.g.tina@xyz.gov.comprojectoffice@xyz.gov.combusinessdevelopment@xyz.gov.comSo if someone sends an unzipped file that is 15mb, it automatically downloads into all your emails which could make the internet slowAn argument may be that Tina would need to receive project office or business development mails due to her position but Tina can be taken off both mailing lists and copied in every email that is relevant. Reply all with caution.
- After all that has been said is done.. Click SEND