Writing Effective E-Mail

COURSE OUTLINE:

Description E-mail is more prevalent today than ever before. Its instantaneous nature makes it a convenient, time-saving tool for businesses. However, it is also more important than ever to take the time to write messages that are secure as well as clear and error-free. This 'Writing Effective E-Mail' workshop includes an added emphasis on how to avoid workplace disasters such as lost sales, customer-service nightmares--and in the worst cases, lawsuits and financial losses--triggered by careless or poorly written e-mail.

Learning Objectives

  • Review workplace e-mail risks and learn strategies for writing safe and secure e-mail to keep the organization in business and out of court.
  • Explore the role clear and consise e-mail plays in positioning both employees and organizations before internal and external audiences.
  • Explore strategies for writing persuasive e-mail messages that are opened acted upon-not ignored and deleted-by readers.
  • Learn technological tools and common-sense techniques to help senders and receivers successfully manage, organize, and transmit their e-mail.

Course Content


PART 1: THINK BEFORE YOU E-MAIL

Beware Potential Perils
Deciding When to Use E-Mail
Addressing Your E-Mail Message
Replying to E-Mail Messages
E-Mailing to International Audiences

PART 2: COMPOSING YOUR E-MAIL MESSAGE

Collecting Your Thoughts with the Five Ws
Writing a Subject Line with Real Oomph
Incorporating a Salutation and Signature
Grabbing the Reader's Attention: The Lead
Organizing with the Inverted Pyramid
Comparing Chronological Writing
Getting Started in Three Easy Steps

PART 3: KEYS TO EFFECTIVE E-MAIL

Striving for Simplicity
Writing with Power...or Paste?
Eliminating Mechanical Errors
Spelling Counts!
Using the Active Voice
Avoiding Sexist Language

PART 4: POLISHING YOUR CYBERMANNERS

Setting the Right Tone
Dodging Conversational Pitfalls
Watch Your Cyberlanguage
Extinguishing Flames
Punctuating with Smileys and Shorthand
Reviewing Netiquette Guidelines
Netiquette Guidelines for Managers

PART 5: FORMATTING YOUR E-MAIL MESSAGE

Selecting Format Settings
Enhancing Readability
Sending Attachments with Care
Battling Electronic Viruses

PART 6: MANAGING E-MAIL OVERLOAD

Controlling Your In-Box Clutter
Reducing Spam Intake
Organization-Wide E-Mail Management
Devising an E-Mail Policy for Your Organization
Using a Sample E-Mail Policy as a Guide