Class Length: 3 Hours (instructor-led or webinar)
It is not unusual for people to receive hundreds of emails a day and expected to respond to the majority of them. The result: email communication is often hurried and hassled.
The goal for many is to get the email out of their inbox instead of its real purpose: to communicate by sharing, exchanging or clarifying an idea. What is the result? In the rush to respond, emails are sent with typos, grammatical errors and half-formulated thoughts.
TrainSMART’s business email etiquette training workshop, “Mastering The Art of The Email To Propel Your Career,” is based on the simple concept that all communications have a result. If you want a result that demonstrates your professionalism, you need to create emails that are professional.
In this email etiquette training course you’ll learn techniques and strategies to get the results you want for your career.
- Ambiguous Subject Lines
- Grammar and spelling errors
- Asking open-ended questions.
- Using TXT speak
- Too many CC’s
- Using Email when a different communication channel is more appropriate
The TrainSMART Solution
- Learn how to write a well-crafted subject line to break through inbox clutter
- Learn how to enhance comprehension and increase response rate by using the pyramid writing approach
- Learn how to avoid common typos and grammatical errors
- Learn how to format to save time and increase clarity
- Learn how to tighten the email thread
Business Email Etiquette Training Outline
- Discover the most important rules to follow when writing an email
- Learn how to avoid typical email communication problems
- Learn when email is the appropriate form of communication and when it is not
- Subject Lines are your Best Friend
- Learn how to use the inverted pyramid methodology for results
Early career, new hires, millennials, anyone who works at a corporation
- Conference Breakout Session
- Half-Day Training Workshop
Benefits Of Email Etiquette
Why do you need email etiquette training?
PROFESSIONALISM: by using proper email language your company will convey a professional image.
EFFICIENCY: emails that get to the point get more responses than poorly worded emails.
PROTECTION FROM LIABILITY: employee awareness of email risks will protect your company from costly lawsuits.
- Remember that this is Business: An email is an electronic memo. It should be written with the same professionalism that you would use in a memo or letter to a business associate. Save the casual “conversation” for home use.
- Message Subject Line: The subject line of your message should be a brief, clear description of what the message is about. It makes it easier for the person reading the email to screen, organize and track messages.
- Grammar and Punctuation: Capital letters indicate “shouting. ” Use mixed case. Multiple punctuation, such as exclamation points, should be used sparingly. Three periods in a row (…) is called an ellipsis and indicates intentional omission of a word or phrase or a pause in speech. This can be used.
- Be concise and to the point: Lengthy and involved emails will not get read. People do not have time to sort through all of the details. Use bullet points and brief paragraphs with the most critical information. Sentences should be a maximum of 15 to 20 words.
- Focus on a single action: If you put too much information in an email that requires multiple, separate actions, it will not all be read and it will not all get accomplished.
- Think before you send: Verbally attacking someone in electronic form is unprofessional and unacceptable under any circumstance. Don’t send messages when you’re angry or upset.
- Be careful of emoticons and abbreviations: In business emails, try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it. SMS / AOL speak (e. g; “R U there?”) is considered uncouth for anyone over high school age, not to mention unprofessional.
- Signature blocks: Always include a signature block with your name, phone number and email address. Do not assume the reader already has this information or has it available with easy access.
- Add disclaimers to your emails and have written email policies: It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability.
- Spell Check: Use it!
- Reply in a timely manner: Email is a means of communication. Ignoring your email can cause damage to relationships and have an impact on project deadlines. Reply in an appropriate timeframe (24 hours is recommended).
- Use Reply and Reply to All appropriately: It’s not always necessary for everyone to see your reply to a message sent to multiple people.
- Don’t leave out the message thread: When you reply to an email, you must include the original mail in your reply, in other words click ‘Reply’, instead of ‘New Mail’. A “threadless email” will not provide enough information and people will have trouble following the written conversation.
- Learn to Organize Messages: Regardless of the type of email software you are using, they all have ways to create folders, move and delete messages. Keep your inbox and sent items cleaned up and organized so that you can find information easily.
- Talk to one another!
- Use the Rule of Three: If an email interaction has gone back and forth three times without results, it is a good idea to pick up the phone to clarify the discussion.
Need On-Site Training?
Ready to discuss your training needs? Schedule a 30-minute call, so we can learn more about each other and determine if we are a good fit. This is a no obligation consultation. We look forward to hearing from you. Call us at 800-807-8030 or fill out the form below.