Managerial Communication Session 28 - Email Writing

7/31/2019 Managerial Communication Session 28 - Email Writing

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Welcome to

ManagerialCommunications

Presenter: Prof. Rajsee Joshi

N.R. Institute of Business Management

GLS Institute of Computer Technology - MBAhk


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Topic Covered

Smart Email

Presenting Your Mail

Email Etiquette


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Electronic

communication hasbecome one of themost effective ways ofdoing business. How

well e-mail messagesare written, influencethe success or failureof your company.


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Jeopardize you own and

your companys reputation;

Give management and co-workers a bad impression.


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Safety First!!

Look Where Youre SendingYour Mail: The Cyber Postman isnot so Intelligent

Dont Mix Business with

Pleasure; Have a Separate Web-Based Mailbox for Personal Mail

www is a Glass House; Your

Mail isnt as Private as you think


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Presenting Your Mail

Invest in the Subject Line: GiveYour Mail a Smart Heading

Small is Beautiful. Keep it short

Dont Attach Unwelcome Files to

Your Mail

Mind Your Language; Bad

Grammar and Spelling Can be

Fatal

Hold Back Angry Outbursts

Flaunt Your Mails Vital

Statistics


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Small is Beautiful. Keep it Short:Reading from the monitor is harder andslower than reading from a printout of

the same text. Reasons:1. Desktop monitors are no match to

paper resolution

2. One has to sit in a fixed position to

read3. Even after maximizing, the total text

you can read at a time is severely

limited

Receiving emails is exciting when you

Presenting Your MailCont


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Managing Your Mail Box


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Dont Attach Unwelcome Files to Your Mail:Attachments may be unwelcome because therecipients cannot open them for want of

requisite application software Might not be appreciable if they are too heavy

in size

Or the fear of Viruses

When you are sending an attachment tell yourrespondent what the name of the file is, whatprogram it is saved in, and the version of theprogram.

This file is in MSWord 2000 under the nameLabFile.



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Bad Grammar and Spelling can be Fatal:Countless Mails that flash across the globeare unclear and inconsiderate to their readers

They generate even more mails seekingclarification or explaining earlier mails

A common problem is an expression likeMeeting is at 3.00 pm on Friday, November

27, 2010 Hold Back Angry Outbursts: Sleep over your

email

Flaunt Your Mails Vital Statistics: It is vital

that the ideas come in the right order .



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Each paragraph should contain one idea;

Paragraphs should be short;

Use transitions(in addition, first, second, third, finally,similarly, in conclusion, etc.).

Best ways to construct a paragra


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Be specific

Use a natural tone


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Plain Common-Sense &Etiquette

Dont Cry Wolf Too Often; No one May Take

You Seriously When the Wolf Comes

Dont Burn Down Your Hut to Kill the Mice.

Avoid Private Short Cuts Dont Slap Mails on People Who Dont Need

Them

When Your Mails Fail, Try Smarter, Not Harder

Dont Hide Behind Your Mail

Dont take your reader by Surprise!


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Dont Cry Wolf Too Often:Dont try to makethe mail look important by overdoing thestandard means of highlighting. Avoid using

Upper Case throughout the mail Avoid Private Short Cuts: Trouble starts when

a writer uses his own short forms in mail

TMRW, BTW, WRT, RGDS, MSGS, OTOH

Falling in the same categories of mysteriousacronyms are smileys or emoticons

, :-< , :-0



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Dont Slap Mails on People Who Dont Need

Them: Sending copies to a few hundredpeople requires just a mouse-click or two. It is

also inexpensive. But dont copy your mails toeveryone on your mailing list

Dont Hide Behind Your Mails: If thingsbecome very heated, a lot of

misunderstanding occurs, or when you aredelivering very delicate news then the bestway is still face-to face.



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When Your Mails Fail, TrySmarter, Not Harder:

When 2 or 3 mails go without any

response or evenacknowledgement, it is obviousthere is something wrong.

Whatever the reason, sendingmore or longer or angrier mails is

not the way out There are times when you need to

take your discussion out of thevirtual world and make a phone

call.


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Do not take your reader by

surprise or press them to thewall

Do not wait until the

end of the day tointroduce a problem orconcern via memo oremail.

Avoid writing concernsthat you have beenharboring for a longperiod of time.


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Study the list and chose the

sentence that doesnt containvague words or phrases.

A. Anticipate recipients reactions before

constructing your e-mail message.B. To some extend, you should consider your

recipient before constructing your e-mailmessage.

C. It is generally a good idea to consider yourrecipient before constructing your e-mail

message.D. It seems that it is best to anticipate recipient

reactions before constructing your e-mail

message.

Solution: A


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Choose the sentence in which theword affect or effect is used

correctlyA. The tone of your writing can effect how a

recipient perceives your e-mail message.B. How you construct your e-mail message may

effect how you are perceived.C. How you construct your email message may

affect recipient reaction.D. The affect your e-mail message has on yourrecipient may be determined by how youconstruct it.

Solution: C


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Select the sentence that usescommas correctly.

A. He wrote the e-mail message but, he forgot to

include a greeting.B. He wrote the e-mail message, he forgot to

include a greeting.C. He wrote the e-mail message, but he forgot to

include a greeting.

Solution: C


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Thank You

Documents

Managerial Communication Session 28 - Email Writing