Before You Hit Before You Hit Send Send oror Hang Up Hang Up::

Creating a Positive Presence Creating a Positive Presence Through E-mail and Phone Through E-mail and Phone

CommunicationCommunication

E-Mail EssentialsE-Mail Essentials

Select an appropriate E-mail addressSelect an appropriate E-mail address

Use your manners- Use your manners- – ““Please” and “thank you” still go a long wayPlease” and “thank you” still go a long way– DON’T SCREAM!DON’T SCREAM!

Use appropriate grammar and mechanicsUse appropriate grammar and mechanics

Lose the IM language, cute abbreviations Lose the IM language, cute abbreviations and emoticons and emoticons ;-);-)

Dont mispelDont mispel

More E-Mail EssentialsMore E-Mail Essentials

Get to the point-make the “Subject” clearGet to the point-make the “Subject” clear

Watch your attachmentsWatch your attachments– Are you sending it in the preferred format?Are you sending it in the preferred format?– Are you sure they will be accepted?Are you sure they will be accepted?

Ask for a visit from the Tone PoliceAsk for a visit from the Tone Police

Fill in “TO” lastFill in “TO” last

Proof, then proof again, and then maybe Proof, then proof again, and then maybe one more time before you hit sendone more time before you hit send

Helpful E-mail Etiquette SitesHelpful E-mail Etiquette Sites

E-mail Etiquette: A Quick Guide to Writing a ProfE-mail Etiquette: A Quick Guide to Writing a Professional E-mailessional E-mail, Carrie Payne, jobweb.com , Carrie Payne, jobweb.com http://www.jobweb.com/resources/library/Correshttp://www.jobweb.com/resources/library/Correspondence_for_the_Job/pondence_for_the_Job/Email_Etiquette_A_209_01.htmEmail_Etiquette_A_209_01.htmE-mail EtiquetteE-mail Etiquette, Dawn Rosenberg McKay, , Dawn Rosenberg McKay, Career Planning Guide on About.com Career Planning Guide on About.com http://careerplanning.about.com/od/communicatihttp://careerplanning.about.com/od/communication/a/email_etiquette.htmon/a/email_etiquette.htmThe OwlThe Owl, Online Writing Lab, Purdue University , Online Writing Lab, Purdue University http://http://owl.english.purdue.edu/handouts/pw/p_emailett.owl.english.purdue.edu/handouts/pw/p_emailett.htmlhtml

Phone EtiquettePhone Etiquette

Like E-mail, phone etiquette is universal—Like E-mail, phone etiquette is universal—everyone needs it and appreciates iteveryone needs it and appreciates it

Much of what we do as professionals Much of what we do as professionals involved phone communicationinvolved phone communication

Your ability to gain respect and validation Your ability to gain respect and validation on the phone may be critical to your job on the phone may be critical to your job search and your careersearch and your career

Speak with a Speak with a

Identify yourselfIdentify yourself

Respect their timeRespect their time

Using your best manners, tell the person Using your best manners, tell the person the specific nature of your call. the specific nature of your call.

Speak clearly and with purpose.Speak clearly and with purpose.

Offer and collect all the information you Offer and collect all the information you might need might need

Suggested phone approachSuggested phone approach

Hello my name is Hello my name is (Your Name)(Your Name) . .

May I ask with whom I am speaking? May I ask with whom I am speaking?

(Other Person’s Name),(Other Person’s Name), the purpose of my the purpose of my call is tocall is to____________________________. .

Would you have a moment to assist me Would you have a moment to assist me with this? with this? OR,OR,

Can you direct me to the person with Can you direct me to the person with whom I should speak?whom I should speak?

……and if your contact isn’t inand if your contact isn’t in

Can you please tell me the best way to Can you please tell me the best way to follow up with follow up with (Your Contact)(Your Contact)??

When might be a better time to reach When might be a better time to reach (Your Contact)(Your Contact)??

You’ve been most helpful You’ve been most helpful (Other Name)(Other Name). . Maybe we’ll have a chance to speak Maybe we’ll have a chance to speak again.again.

May I leave my number?May I leave my number?

If you reach voice mail…If you reach voice mail…

Same as before say it with a smileSame as before say it with a smile

Clearly and purposefully state the nature Clearly and purposefully state the nature of your callof your call

Identify your association with the personIdentify your association with the person

Tell the person what you hope to gain from Tell the person what you hope to gain from the conversationthe conversation

If you reach voice mail…If you reach voice mail…

Let the person know the best way and Let the person know the best way and time to reach youtime to reach you

State your telephone number State your telephone number 2 times!2 times!

Demonstrate your gratitudeDemonstrate your gratitude

Suggest you are looking forward to…Suggest you are looking forward to…– Hearing from him/herHearing from him/her– Discussing your future associationDiscussing your future association

If you’re worried about what If you’re worried about what to sayto say

Write it down! Write it down!

There’s no shame in it. You’ll sound much There’s no shame in it. You’ll sound much more professional when you ensure more professional when you ensure you’ve said it all. you’ve said it all.

Do you really want to leave Do you really want to leave two messagestwo messages when one will do? Think of when one will do? Think of thatthat impression.impression.

Phone PracticePhone Practice1.1. You are calling an You are calling an

employer to follow up on employer to follow up on the resume and cover the resume and cover letter you submitted. letter you submitted. Write a script for the Write a script for the message you would message you would leave.leave.

2.2. You’ve received an You’ve received an invitation to a networking invitation to a networking event hosted by an event hosted by an employer. Write the employer. Write the message you would leave message you would leave to announce your positive to announce your positive RSVP.RSVP.

3.3. After meeting a guest After meeting a guest speaker at one of your speaker at one of your student organization student organization meetings, you contact meetings, you contact him to see if he would him to see if he would conduct an information conduct an information interview with you. What interview with you. What message do you leave?message do you leave?