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![10 Must Know E-Mail Etiquette for Every Professional
3. USE PROFESSIONAL EMAIL
GREETINGS
Examples of greetings you can use include:
▪ Good afternoon,
▪ Good morning,
▪ How are you?
▪ Hope this email finds you well,
▪ Hi there,
▪ Hi [Name],
▪ Greetings,
▪ Dear [Name],
4. USING CC AND BCC
▪ Carbon copy copies others; CC leaves e-
mail addresses visible to all recipients.
▪ Blind carbon copy copies others; e-mail
addresses listed in the BCC field are
hidden from other recipients.
▪ Only CC appropriate individuals.
▪ Use BCC sparingly.
37](https://image.slidesharecdn.com/effectivecommunicationskills-19-250918135218-e1870747/85/Effective-Communication-Skills-is-very-critical-in-personal-professional-life-24-320.jpg)
![10 Must Know E-Mail Etiquette for Every Professional
3. USE PROFESSIONAL EMAIL
GREETINGS
Examples of greetings you can use include:
▪ Good afternoon,
▪ Good morning,
▪ How are you?
▪ Hope this email finds you well,
▪ Hi there,
▪ Hi [Name],
▪ Greetings,
▪ Dear [Name],
4. USING CC AND BCC
▪ Carbon copy copies others; CC leaves e-
mail addresses visible to all recipients.
▪ Blind carbon copy copies others; e-mail
addresses listed in the BCC field are
hidden from other recipients.
▪ Only CC appropriate individuals.
▪ Use BCC sparingly.
37](https://image.slidesharecdn.com/effectivecommunicationskills-19-250918135218-e1870747/75/Effective-Communication-Skills-is-very-critical-in-personal-professional-life-24-2048.jpg)
Effective Communication Skills is very critical in personal & professional life
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- 2. Learning Objectives 2 What isCommunication? What is Effective Leadership Communication? How do we become Effective Leadership Communicators? Effective Listening E-Mail Etiquettes
- 3. What is Communication? ▪“COMMUNICARE” LATIN • To Share • To make something common ▪ WORKING DEFINITION The process by which people transmit information, share verbal and non-verbal messages, and create meaning with each other. 3
- 4. 4 Communication Based on Channels Verbal Communication Oral Communication Written Communication Non-Verbal Communication Visual Communication Based on Purpose Formal Communication Vertical Communication Horizontal Communication Diagonal Communication Informal Communication Typesof Communication Video 1 - Nonverbal Communication Type s Examples.mp4
- 5. Evolution of Communication 5 Video2 - A Brief History of Communication.mp4 Video 2 - A Brief History of Communication.mp4
- 6. 7 "The most basicof all human needs is the need to understand and be understood." - Ralph Nichols REVEAL LISTEN UNDERSTANDING
- 7. Communication Breakdown ▪ Onaverage, what percentage of time do you spend communicating in 24 hrs.? ANSWER ____ 7
- 8. See where aManager’s time goes! As per a Survey: 8 9% 16% 30% 45% Writing Reading Speaking Listening In communicating an average of 45% of time is spent listening compared to 30% speaking, 16% reading and 9% writing.
- 9. Delivering The Message:Communicating 9 Keep everyone in the loop Separate facts from emotions (e.g. downsizing) Persuade when necessary (As per the priority e.g. target accomplishment) Read the signs (The receipts body language) Understand not everyone will like your message (Be Assertive)
- 10. Delivering The Message:Be Authentic • Be credible (e.g. politicians vote bank speech) • Reflect the mood • Be yourself (e.g. False promises) • Act the part: giving voice to your words and making them come alive • Make eye contact • Be mindful of tone • Be mindful of body language, gestures 10
- 11. Sustaining the Message:Make Sure It Sticks 11 • Check for understanding • Brief back ‐ (ask someone to tell you what you just said) • Leave behind material for reference (SOPs, Policies) • Repeat the message • Transmit Passion (Video) • Live by example Video 3 - HOWS THE JOSH URI The Surgical Strike.mp4
- 12. PART 2 : Fundamentalsof Communication
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- 14. Barriers to Communication 14 Vulnerability andFear (Whistle Blowing) Lack of Empathy (Termination) Listening Barriers (sharing half info.) Anxiety (Avoid delivering in this state) Not Connecting (Stick to the subject) Jumping to Conclusions (Don’t be prejudiced) Video 4 - How communication is transferred from person to person.mp4
- 15. 15 Make it aHabit to ASK….. 5 Wives, 1 Husband WHY WHO WHEN WHAT WHERE HOW
- 16. Example of PoorCommunication 27
- 17. 28 Let’s Perform anActivity on Communication Gap
- 18. PART 3 : EffectiveListening
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- 20. Difference Between Hearing& Listening Hearing is the process, function or power of perceiving sound, specifically the special sense by which noises and tones are received as stimuli. Listening on the other hand means, to pay attention to sound, to hear something with thoughtful attention and to give consideration. 20 Accidental Involuntary Effortless Intentional Focused Voluntary Listening or Hearing?
- 21. Key to EffectiveListening Limit your own talking. Don’t interrupt Think like the other person Ask Questions Take notes Listen to IDEAS not just words Fight distractions Give encouraging response React to ideas, not the person 34 Video 5 - TMKOC.mp4
- 22. PART 4 : E-MailEtiquettes
- 23. 10 Must KnowE-Mail Etiquette for Every Professional 1. SPECIFY YOUR SUBJECT LINE ▪ Title your email in such a way that the recipient immediately knows what the message is actually about. ▪ For instance, if you're emailing to inform a colleague about a specific meeting, you can title your email something like, “Info about budget meeting.” 2. USE A PROFESSIONAL EMAIL ADDRESS ▪ Proper email etiquette calls for sending emails from your business email address, rather than a personal email address. ▪ Using a personal email address for business purposes can be seen as unprofessional by some, especially if you're discussing confidential matters. 36
- 24. 10 Must KnowE-Mail Etiquette for Every Professional 3. USE PROFESSIONAL EMAIL GREETINGS Examples of greetings you can use include: ▪ Good afternoon, ▪ Good morning, ▪ How are you? ▪ Hope this email finds you well, ▪ Hi there, ▪ Hi [Name], ▪ Greetings, ▪ Dear [Name], 4. USING CC AND BCC ▪ Carbon copy copies others; CC leaves e- mail addresses visible to all recipients. ▪ Blind carbon copy copies others; e-mail addresses listed in the BCC field are hidden from other recipients. ▪ Only CC appropriate individuals. ▪ Use BCC sparingly. 37
- 25. 10 Must KnowE-Mail Etiquette for Every Professional 5. PROOFREAD ▪ After writing your email, read it out loud to ensure that there are no errors, as they could overshadow your message. The reason for reading it out loud is that sometimes your ears will catch something that your eyes skip over. 6. KEEP IT SHORT AND PRECISE ▪ Keeping your emails concise and to the point means not only less time spent crafting your email, but also a timely response from the person you emailed. 38
- 26. 10 Must KnowE-Mail Etiquette for Every Professional 7. AVOID ALL CAPS ▪ Using all capital letters in written communication is like shouting in a face- to-face conversation — and no one likes to be yelled at. ▪ One obvious exception would be if you're using acronyms or initialisms. ▪ Examples of common business acronyms and initialisms in professional emails: ▫ ASAP (as soon as possible) ▫ FYI (for your information) ▫ EOD (end of day) ▫ COB (close of business) ▫ ATTN (attention) ▫ N/A (not available) ▫ TBD (to be determined) ▫ KPI (key performance indicator) ▫ EOM (end of message) ▫ WFH (work from home) ▫ OOO (out of office) 39
- 27. 10 Must KnowE-Mail Etiquette for Every Professional 8. ATTACH CAREFULLY ▪ In the event that you need to send large attachments, you should first ask the intended recipient whether or not doing so is OK. Assuming you get the go- ahead, you should use a program to compress or zip the attachment so that it takes up less space in the recipient's email inbox. 9. DOUBLE-CHECK THE EMAIL ADDRESS ▪ You should double-check the recipient's info before hitting the “send” button. If you make a habit of verifying the receiver's info, you'll avoid making these mistakes. 27
- 28. 10 Must KnowE-Mail Etiquette for Every Professional 10. SIGN OFF IN STYLE ▪ It's a good idea to have an email signature as a component of your corporate identity. It will make your emails come off looking more legitimate and professional. ▪ Examples of professional email sign offs include: ▫ Best regards, ▫ Looking forward to hearing from you, ▫ Regards, ▫ Sincerely, ▫ Thank you, ▫ Thanks again, ▫ With appreciation, ▫ With gratitude, ▫ Yours sincerely, 28 Video 4 - E-mail Video.mp4
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