Effective Email Communication 有效的电子邮件交流.pptVIP

Determine Mode of Communication – A call is a more effective mode of communication if you want quick answer. Emails should be avoided if the content is regarded as sensitive. Determine Recipients – Think carefully who should be on the ‘TO’ and ‘CC’ list of your email. Only concerned parties should be on the circulation list. Be Concise – K.I.S.S (Keep It Short Sweet) by avoiding long sentences. Tone of Voice – Be aware of the tone used in emails. NEVER send out an email when you are angry as it will affect your judgment. Remember that emails can always be forwarded to another party. Avoid Email War – It is common for emails to be misinterpreted. Call the other party for clarifications instead of sending emails back and forth. Keep it Relevant – Email only the conclusion to Client. When you forward an email to Client, make sure you omit internal email trails that are irrelevant to the Client. The email must not contain information that will jeopardize the team. Anticipate the Reaction – If you anticipate negative reaction from the Client, think of the solution/answer and consult your Manager or direct Supervisor before sending the email. Never send out an email when in doubt. Proofread – Read through your email before clicking the “Send” button. Use spell check and make sure punctuations capitalizations are used appropriately. Double check to ensure the correct recipients are on your circulation list. Signature Contact Information – Use the standard signature which provides the recipient with your contact information. Acknowledgement – Respond emails in a timely manner. It helps to reassure the other party knowing that his/her email has reached you. 10 Tips to Effective Email Communication Use upper and lower case Always use the subject line