LRC Email Etiquette Workshop

LRC Professional Development Workshop: Email Etiquette

Presenter: Sophya Johnson Assistant to CETL Director

Overview: ď‚´ Participants will learn appropriate Email Etiquette for the work environment.

ď‚´ Participants will also learn the core skills that will help them use their resources efficiently, communicate effectively with others skillfully.

Communication Skills 3

What is the percentage of a message conveyed?

Face-to-Face Communication -55% body language -38% tone of voice -7% words used Telephone Communication -82% tone of Voice -18% words used

Email Communication -100% words used

Email Etiquette https://www.glassdoor.com/blog/dos-and-donts-business-email-etiquette/

Email Etiquette Guidelines to uses with email communication

1.Make sure that you are sending the email to the right person

Email Etiquette To: Should be used for the main person(s) to whom the email is addressed Cc: Should be used for additional recipients for in-formational purposes.

You should inform the recipient that copies have been sent to others Bcc: Should be used for additional recipients whom you wish to remain anonymous or have hidden from all other recipients of the email. Also used to keep emails confidential when sending a blast email to a lot of recipients.

Replying to an email: ď‚´ Reply (To Sender): This option is used when you want to reply to only the person that sent the email ď‚´ Reply to All: This option is when you want to reply to be sent to everyone in the To: and Cc: lines.

Guidelines to uses with email communication cont.

2. Your subject line should grab the attention of the recipient and briefly express what the message is about 3. Start by using the most appropriate salutation (Dear Mr. or Dr. Smith,) 4. Don’t assume your message will be private for viewing 5. Keep the email short and simple 6. AVOID USING CAPITAL LETTERS, SINCE THEY OFTEN COMMUNICATE AN AGGRESSIVE TONE

Cont.

7. Always write the message using a business and professional format 8. Use Sensory Language 9. Use a separate email account for personal messages 10. Practice good email management (Top 10 steps in writing an effective e-mail http://www.computerhope.com/tips/tip89.htm) (Sending an E-mail Message http://www.learnthenet.com/how-to/send-email/)

E-mail  E-mail is equivalent to an official letter coming from your company. Always be very wary of what you say in your email. This means your e-mail should not be written in an informal manner.

Always include the following in your outgoing e-mails: your name, company’s name, e-mail address, contact number, fax number, disclaimer notice.  With some of the e-mail software, such as Microsoft Outlook®, you can set up the auto signature to automatically insert this information for you. It will save you lots of time.

AAMU Standard Email

Sophya Johnson

Assistant to the Director

HDI Certified Customer Service Representative Certified Faculty Developer (CFD) Centers for Excellence in Teaching & Learning (CETL) Alabama Agricultural & Mechanical University

: (256) 372-8783 : sophya.johnson@aamu.edu CETL AAMU Webpage CETL Facebook Page

“Service is Sovereignty”

13 Dos and Don’ts of Business Email Etiquette https://www.glassdoor.com/blog/dos-and-donts-business-email-etiquette/

Dos Cont.

Don’ts Cont.

Reference  Sending an E-mail Message http://www.learnthenet.com/how-to/send-email/  Small Business Solutions Training Series http://www.slideshare.net/jrprofit/secretary-andadministrative-assistant?related=1  Top 10 steps in writing an effective e-mail http://www.computerhope.com/tips/tip89.htm  13 Dos and Don’ts of Business Email Etiquette https://www.glassdoor.com/blog/dos-and-dontsbusiness-email-etiquette/