1.

4 WRITING SKILLS

Optimizing E-mail at work COMM 0232

 CONTENT

I. WRITING EFFECTIVE BUSINESS

E-MAIL
II. MANAGING YOUR E-MAIL
I. WRITING EFFECTIVE BUSINESS E-MAIL

1.Writing effective Intra-office e-mail

2.Writing effective Inter-office e-mail

3.Special Feature to Enhance e-mail

 1. Writing Effective Intra-Office
e-mail
Types of Intra-Office e-mail:
Informational - main points about something

Analytical - results of analysis or decisions made

Advisory - issues, conclusions and plan-of-action

Reflective - writers feelings & request for feedback

 1. Writing Effective Intra-Office
e-mail
Good presentation
- easy to read & understand-
- use tools like, fonts, bullets, titles highlighting etc.,
Proper tone - positive and polite
Stick to the point
- main theme in subject & in opening line
- break down matter to paragraphs(1para = 1 idea)
Be brief
- people dont read long mails
- use attachments for additional information
 2. Writing effective Inter-Office
e-mail
In addition to guidelines for intra-office
e-mails, remember to:
Introduce when required

Use formal tone

Express units in quantitative terms

3.Special Feature to Enhance e-mail
Attachments titled and scanned extra information
Signatures name, designation, organization,
contact number, etc. (like a business card)
Automatic Replies pre-scripted response when
one is on leave
Priority Flags assign importance tags to signal
attention
 II. MANAGING YOUR E-MAIL

1. Organizing Folders

2. Using Filters

3. Using e-mail Address Features

 1. Organizing Folders

Benefits:
Saves time while writing, sending or retrieving
Facilitates smooth running of computer & network
Faster location of saved messages
Minimizes unwanted messages
 1. Organizing Folders
Organize with:
Inbox folders
Sent messages folders
Deleted items
Customized folders
- by project / client name
- logical order
- unnecessary messages
 2.Using Filters
TWO TYPES:
Server Level Filters
Individual Filters

HOW TO USE FILTERS:

Set Criteria senders name, subject, recipient, etc.
Determine appropriate action move, delete, notify
 3. Using e-mail Address Features

Enter all details about contacts in the e-mail

address book

Each name must be accompanied by a set of

standard, relevant information

Use distribution lists for regular mail contacts