The host (Arpita) talks about Email Etiquette, how emails are still the best mode of communication, what are the best practices you need to keep in mind when sending an email, and much more
As professionals, we know email is a way of communication. Email communication is more professional compared to other forms of communication.
Slide 1: Netiquette
Email communication is done over the internet. So email etiquette can also be called “Netiquette” which means Network Etiquette. It is the proper way we communicate and interact with each other using email over the internet.
Slide 2: Thank Goodness for Email
Before the internet, it was quite difficult to communicate over long distances. But today Email with the help of the internet has made it easy to communicate easily across the globe.
It’s a quicker means of communication as it takes only a few seconds to send an email. It is cheaper compared to other forms of communication. For eg. If you compare Email with telephone, email is much cheaper as it only requires the internet and Email platform. Email falls under Go green initiative as emails have replaced papers that were used to send phone or internet bills, share information, etc.
Email is easier to work with if you have knowledge of the platform.
Slide 3: Maybe we were better off without you?
Everything has its own advantages and disadvantages. So does the Email.
1. No face to face conversation
When sending an email, we only type the text and hit send. There is no actual face-to-face communication. This is the major disadvantage of Emails.
2. Dependant on technology
Email cannot be sent without the internet. So it is dependant on technology.
Emails can sometimes lead to misunderstandings. The receiver of the email might understand the content of the email differently from what the sender of the email actually intended to convey.
4. Email is more impersonal.
Emails are mostly sent for business purposes. It is not intended for personal conversation
5. Emails are almost robotic.
Emails are sent in text format. The content is not explainable. So it feels robotic to the reader at times.
Slide 4: What can be done to improve Email communication?
Always check spelling & grammar to avoid leaving a bad impression on the reader. Use can use tools like Grammarly.
Be able to distinguish between formal and informal styles when writing. When writing a professional email to your boss or clients, make sure it is written in a formal manner. But when you write to your friends which happens rarely, you can use an informal writing style.
It is advisable to use a signature when sending an Email. A signature is your name and designation including your contact info. This will help the receiver to know about the sender. If you own a website or a digital channel, you can include them in your signature as well.
Be kind and respond promptly Always be polite. Respond promptly. Never sound rude in your email. You never know what mood the receiver is in when he/she opens and reads your email.
Be concise with your subject line. Use clear and crisp words. Keep it short and precise so that reader understands what the Email is all about.
Address to the specific person you are writing the email to. Be specific about what you want in the email.
Avoid attachments and keep the email content short so that the reader doesn’t have to scroll down. Avoid using slang and text writings.
Slide 5: Avoid misunderstandings
Remember that emails may be missed, ignored, lost or forgotten. So we need to remind them.
Sometimes more can be accomplished in one telephone call than 100 emails. If you need to communicate something important, a phone call would do the job rather than sending emails.
Do not use all caps in your Email.
If you are using someone’s content in the mail, give them the credit or ask for permission to share their content.
You do not get complete privacy in Emails as the receiver might use your content to send it to someone else.
Slide 6: Some words to the wise
Always Re-read before hitting send to avoid any mistakes
Be aware of the “To” field. Making sure that you are sending email to the person intended is imperative
Be mindful of Cc/Bcc & Reply/ Reply All
Do not use discuss confidential information over email because we cannot assume privacy in the Email.
Do not share your username or passwords in the Email.
Slide 7: What is Bcc & Cc
Bcc is the abbreviation for Blind carbon copy. Carbon copied recipients are not visible to anyone. Use this when sending to a long list of recipients or to recipients that should not know each other. It should not be used as a spying device but only to protect the privacy of email addresses.
Cc is the abbreviation for Carbon copy, More than 1 address separated by commas can be there in this field. Carbon copied recipients are visible to all other recipients. Usually used when others are referenced in the email or for those you want to include in the conversation.
Slide 8: Example of Cc Vs Bcc
Janet Costa is in the Cc field and Julie Ann Skala is in the Bcc field. Does Janet know Julie is in the Email loop?
Answer: Janet won’t know Julie is in the loop. Even Ashley who is the receiver won’t know about this.
Slide 9: Some words to the wise
Do not forget to include your country as part of your address and your area code as part of your mobile number.
Always use virus protection software. It acts as a band-aid.
Avoid listing your email address on publicly available directories and avoid replying to spam.
Slide 10: Send the right message
Avoid abbreviations and Emoticons as it is unprofessional.
Know your audience. Language & Writing style depends on this. If you are writing to your boss, you must use a formal writing style. When writing to your friends, you can use an informal writing style.
Spelling grammar punctuation mistakes leave a bad impression on readers.
Separate facts from opinions. Focus only on facts.
Your most important statements should appear in the first paragraph.
Don’t forget the greeting and closing in the email.
Slide 11: Email may not always be the best method of communication.
When you reply to an email, always include the original Email.
Never insult or criticize via Email. Work out differences face to face.
Avoid using a tone that can lead to misunderstanding.
Slide 12 : Best impression = Lasting impression
Do not overuse the URGENT/ IMPORTANT or “High Priority” option.
Keep your language gender-neutral.
Don’t forward or send Emails containing offensive, racist or obscene remarks.
Do not send viruses
Use bullets or numbers whenever possible
Slide 13: Problems with Punctuation
Emails without full stops or commas are difficult to read and can sometimes even change the meaning of the text.
Small paragraphs separated by blank lines are easier to read than long paragraphs.
Careless writing skills demean your intelligence and integrity.
Slide 14: Email etiquette unspoken expectations
Try to reply to an email within 24 hours.
Establish an organized filing system. Segregate professional emails and personal emails using options available in the email software.
Keep copies of important emails for reference.
Use separate accounts for personal and business emails.
Slide 15: Email etiquette unspoken expectations
Do not forget to say Please and thank you
Your email should not be longer than 1 screen so that the reader doesn’t have to scroll up and down. Keep your content short.
Do not broadcast email unnecessarily. This can lead to spam issues.
Your sent email cannot be unsent.
Do not assume privacy.
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