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Using email Effectively
Dr. Yaseen Hayajneh
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Communication
Communication is a process whereby meaningis defined and shared between livingorganisms.
Communication is an important aspect ofhuman life,
Communication helps human beings to connectwith each other as individuals and as independent
groups.
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Communication is necessary for:
Information Dissemination
Expressing Emotions/Ideas
Education: educator-students interaction
Building Relationships
Entertainment
Movies, music, television shows, ... are types of
communication Decision-making
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Communication
Communication requires
a sender,
a message, and
a reciever Communication can occur across vast
distances in time and space.
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e-Mail
e-Mail is a medium of communication hasbecome an almost indispensable tool for
business,
educational, social and
personal purposes.
Its importance in the future will Continue togrow.
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Email
A communication standard
The number of e-mail users andthe usage rates are continuing to grow.
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Advantages of email
Email has the advantage of being quick andeasy.
Saves time
Phone talks engage the sender in small-talks withthe recipient.
In a busy world, email allows the samemessage to be conveyed in a minute or twowithout implied rudeness.
Archival
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Email is used for
Email is used as a means of communicationbetween 2 or more parties.
It is often more efficient than traditional :
shorter transit between the sender and thereceiver(s).
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Anatomy of Email message
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Carbon CopyCarbon Copy
Carbon CopyCarbon Copy
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What makes email different?
No nonverbal cues
how much of our communication isnonverbal
65-93% of message is nonverbal
Tone is important
Email misunderstandings causesconfrontations.
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What makes email different?
Level of Formality Most people view email
as more formal than a phone call
less formal than a letter Electronic
Send and it gone, emails are archived somewhere,forwarded without your knowledge or consent.
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Tips for Using email Effectively
Do .
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Clear Identity
Make sure that your real name (First nameand Last name) appears in the "from" field ofthe email.
I don't appreciate receiving emails from"redrose1612" or "knightoftheworld1342",without reference to sender's real given name.
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From whom?
E-mail recipients put more weight on who thee-mail is from than any other item whenchoosing.
which e-mails to open which to delete
which to complain about
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BCC
Use the BCC field when sending bulk email.
If you're sending email to a whole list of people, puttheir email addresses in the BCC field.
The privacy of the recipient is respected, andspammers cannot harvest the email addresses.
BCCs within an organization can createdistrust
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Meaningful Subject Line
Use a meaningful subject
meaningful to the recipient as well as yourself
Always include a subject line that accurately and
precisely describes the purpose or content of youremail.
For my courses: In the subject line, write first the course number of the course
you are communicating regarding.
Example, if you are communicating regarding course number251 CAHM", write first 251 then a space then the subject.
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Before writing the body
Purpose: Make sure that the email you sendserves a legitimate purpose.
Before you type anything into a new message,
know why you are writing this email and what youwant to achieve
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Easy to Read emails
Write easy to read emails
Not too long paragraphs
A blank line between paragraphs
Format well Use headlines, bullets, and numbers
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Leave address line blank while writing
If you must answer an email right away, leavethe address line blank.
If you hit Send before youve had a chance to
reread your email, the email wont go through.
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Background
Don't assume the recipient knows thebackground.
Include enough contextual information at the
beginning of the e-mail for the recipient toknow what the matter is about.
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Keep the Thread
When replying to an e-mail, use the replyoption on the sidebar in your mail.
This will keep the message in the "thread", and
make it easier for the recipient to follow.
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Keep Message Concise
Be concise and to the point.
Keep messages brief and to the point
Do not make an e-mail longer than it needs to be
Delete any irrelevant text when an email has beenback and forth several times.
When Replying to me:
When replying to an email, keep the content of
the previous email/s(don't delete the older text).This way I will Know what the topic is.
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Correct Spelling, Grammar and Punctuation
Use punctuation in a normal manner.
Check your spelling!
One exclamation point is just as effective as five !!!!!
Use correct grammar as with any written message.
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Layout for readability
Layout message for readability.
Use spaces and breaks between paragraphs andlong sentences to make it easier on the reader.
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Empty email
Always include text in your email, especiallywhen sending attachments. Don't send anemail without any text in it.
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Read and Review before Sending
Read the email before you send it.
Review and make sure that your email is writtenwell Avoid negativity and criticisms and what may be
misinterpreted.
Help you send a more effective message and avoidmisunderstandings and inappropriate comments.
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Check the Address Line before sending
Double-check the address line before sending.
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When to reply
Reply within 24 hours, less if possible.
Reply immediately if proper. It also makes you lookefficient.
Allow time for a reply. E-mail messages are not usually required to be
answered immediately.
The longer you leave it to reply, the more likely
you will forget or Postpone it if ???
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Attachments
Attachments:
When you include attachments, make sure todescribe the purpose of sending them. I don't openattachments unless the sender, purpose, andsafety of the attachment are verified.
Forgetting attachments.
Its easy to forget.
Attach the file before writing the email.
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Greetings
Always have greeting
Hello,
Dear,
Salam,
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Signature
Use a signature line that gives your name,title, and contact information.
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Virus Scanner
Have a good virus scanner in place
Others will not be very happy if you send themdocuments full of viruses!
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Closing
Formal:
Sincerely,
Best regards,
Cordially Informal:
Thanks;
All the best,
Talk to you later
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Dont
Things to avoid ..
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ALL CAPS
Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS ASIF YOU ARE SHOUTING.
This can be highly annoying and might trigger anunwanted response .
Therefore, try not to send any email text in capitals.
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Chain Letters
multilevel marketing, chain letters, pyramidschemes
Example:
email claims to be for the benefit of a dying child or promisesto make you rich overnight if only you send it to five morepeople, and send $10 to the person who sent it to you.
Becoming more common,
Do not forward chain letters.
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Large Attachments
Avoid sending file attachments larger than amegabyte unless it is directly necessary
Large Attachments
(Curiosity Attachments) clogg mail servers and in-boxes
much to the annoyance of systems administrators.
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Angry Outbursts
Don't send or reply to email when you areangry.
Wait until you have calmed down, then
compose the email. Once email is written and sent, it can't be
recalled.
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Delivery and Read Receipts
Do not request delivery and read receipts.
annoy the recipient before he or she has even readyour message.
Besides, it usually does not work anyway Instead, ask the recipient to let you know if it was
received.
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Confidential Information
Do not use email to discuss confidentialinformation.
Sending an email is like sending a postcard.
Never say anything in an electronic messagethat you wouldn't want appearing, andattributed to you
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Dont Reply to Spam
By replying to spam or by unsubscribing, youare confirming that your email address is 'live'.
Confirming this will only generate even more
spam. Just hit the delete button or use email software
to remove spam automatically.
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Urgent ?
Do not overuse the high priority option.
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Avoid
Gossip
Humor is risky; commonly misunderstood;jokes backfire. Use with caution.
Ambiguities stuff Criticism of the management
Liability related
Emails with no text