Email assignment

Writing Effective and Professional

LOOKING Business

Emails

• Why is it so hard? It is NOT – NO More Excuses • Time and Effort • Take Your Time! & Put some Effort into IT! • An EMAIL is NOT a TEXT message!

dude ur gonna hafta du betr

Who taught you to… • Walk - then run? • Ride a bike? • Tie your shoes? • Brush your teeth? • Write your name? • Drive a car? • Shake hands? • Shave?

• Chances are you can answer each of these questions. Mom and dad, older brother or sister, friends, maybe others. The point is we learn various life skills with the help of others.

So, who taught YOU how to write an EMAIL?

• Think about it. How did you learn to create an email? What were you taught?

• Did you learn the proper FORMAT or LOOK of an email? • Did you learn what every email must contain to be

effective? • Did you learn how important proper GRAMMAR is in

email? This includes perfect spelling, word choice, punctuation, and sentence structure.

• Did you learn the importance emails have in your communication process?

• Hard to answer? Did anyone actually “teach” you how to write an email? If not, how did you learn? On the streets? On the internet? Or, maybe you just “wing it” and hope for the best.

Time to learn how to create a proper email.

• After reviewing these slides, you will know exactly how to create an effective email – for business, for school, for LIFE!

Follow these “Writing Rules” for Creating an

Effective Business Email EVERY TIME!

• Use an informative subject line – be as clear and specific as possible

• Always begin with a pleasant/appropriate greeting

• Have something to say – tell the reader what you want, EARLY & CLEARLY – be direct, get to the point – listing this info in the Subject Line is not enough – your message must be in the email, too!

• Use correct EMAIL FORMAT (business format)/MAKE IT LOOK GOOD! – single space, double space between sections/ use bold, bullets, lists, headings, and white space when appropriate (longer emails) – Make It LOOK Good!

• Be brief – but add necessary detail and depth – NO missing information

• Include a brief concluding idea – a sentence or two is effective

• Add (type) your NAME – Always include your name!

• Strive for PERFECT or near-perfect grammar and punctuation! • How hard is writing an EFFECTIVE BUSINESS EMAIL? NOT

HARD AT ALL! • So, if you do not create an effective business email – especially now

that we have gone over EVERYTHING you need to know – you will be seen as unprofessional, or uneducated, or lazy.

Look at all the Writing

Errors

So many mistakes, I had to say something!

Be careful what you write, and the WAY you write it!

No Time +No Effort = No Good

I asked a group of Management 306 students to send me an email and apply for a “fictional” Management 306 Assistant job. I told them to send me a detailed, well- written EMAIL which would highlight their qualifications for the job. I told them to write an email that does everything an effective business document MUST do: HAVE SOMETHING TO SAY, WRITE IT WELL, AND MAKE IT LOOK GOOD!

I expected an email that had depth, detail, several well-chosen examples, and effective use of the writing TOOLS we have discussed.

The following slides did not accomplish this – so their EMAILED JOB APPICATION ENDED UP IN THE TRASH! TAKE A LOOK…

Your emails should be brief, but detailed. You cannot leave out important information. Notice the writer uses vague ideas that have NO detail and NO examples. Would you use a 6-sentence email to apply for a job? I hope not!

Depth & Detail = Examples & Information = Emails Require Both This email has very little of both. This does not make me want to interview or hire the applicant!

No Time, No Effort – No Depth, No Detail NO CHANCE!

Make Your Email LOOK GOOD – Do You Want to Read this?

An Excellent Business Email! Here is a person I would interview – why? Because the email is so effective!

Emails are BRIEF – Your TONE is Crucial • Creating an effective tone in business EMAILS is important. Because your email is brief and might be sent to readers “outside”

your organization, your tone is crucial. • Sending emails to others within your organization also requires professional tone – but can be a bit more informal. • And, sending personal emails – applying for a job, seeking help from a professor, asking a stranger for information, or asking

a friend for a favor all require effective TONE!!!

• Many business emails can deal with “touchy” issues: hiring/firing, complaints/praise, bad news, personal subjects, financial concerns. • Therefore, try to create a tone that is both professional and appropriate. • You can use sympathy, empathy, emotional appeals, regret, excitement, eagerness, disappointment, confidence, force (to a

degree - anger). • However, if your tone goes too far, it can be seen as unprofessional.

• For example, you might be eager or excited about a potential job; however, if your tone becomes too eager, it can sound like you are begging, which points to a lack of confidence

• But, if your tone is too confident, it might sound cocky, which is also negative

Don’t Be Tone Deaf

• Although I do not have much experience, I am hard-working and dedicated. My skills match some of the requirements posted. If you believe I am qualified, please let me know. (WEAK)

• I am so excited to apply for this job. It is the dream of a lifetime to work for ACME INC. I will do anything you want. I am always available to interview. Please call me anytime. (Too EAGER)

• I know I am the most qualified person you will meet. You and your company will benefit immediately by hiring me. I can make your company money by using my excellent people skills and first-rate education. If you are looking for a winner, I am the person you should hire. (COCKY)

• As you surely know, many kids die every day in the streets of America. If you can find it in your heart to contribute to our cause, many of the deaths might be prevented.(EMOTIONAL but effective?)

• Due to budget issues, your job has been eliminated. Please turn in your keys to the human-resources director no later than the end of business on Friday. (COLD)

• Regretfully, the company has had to make some targeted budget cuts. These cuts have lead to the elimination of many positions within the company. Sadly, your position is one of those that has been reassigned to another department. I am afraid to inform you that your employment will end March 31, 2015. (SYMPATHETIC)

• You, your store, and your company suck! How you stay in business is a miracle. The employees are rude and stupid. The merchandise is garbage and the selection is pathetic. I want all of my money back for the terrible experience I had last week, and I will never shop at your store ever again.(HOSTILE & IMPRACTICAL)

Let’s Practice our TONE! Let’s Try saying the word - really

• Surprise • Weakness • Anger • Disgust • Happy • Excited • Bored • Interested

• Sad • Serenity • Hope • Insecure • Scared • Shame • Gratitude • Cheerful

• Confidence • Enthusiasm • Euphoria • Satisfaction • Pride • Awe • Nervous • LOVE

ONCE AGAIN…Follow these “Writing Rules” for Creating an Effective Business Email

EVERY TIME!

• Use an informative subject line – be as clear and specific as possible • Always begin with a pleasant/appropriate greeting • Have something to say – tell the reader what you want, EARLY & CLEARLY – be direct, get to the

point – listing this info in the Subject Line is not enough – your message must be in the email, too! • Use correct EMAIL FORMAT (business format)/MAKE IT LOOK GOOD! – single space, double

space between sections/ use bold, bullets, lists, headings, and white space when appropriate (longer emails) – Make It LOOK Good!

• Be brief – but add necessary detail and depth – NO missing information • Include a brief concluding idea – a sentence or two is effective • Add (type) your NAME – Always include your name! • Strive for PERFECT or near-perfect grammar and punctuation!

• How hard is writing an EFFECTIVE BUSINESS EMAIL? NOT HARD AT ALL! • So, if you do not create an effective business email – especially now that we have gone over

EVERYTHING you need to know – you will be seen as unprofessional, or uneducated, or lazy.