TATIANA A. KOLOVOU, MBATATIANA A. KOLOVOU, MBATEAM PERFORMANCE TRAINING AND CONSULTINGTEAM PERFORMANCE TRAINING AND CONSULTING

Email Etiquette

Tiny Technology Comes to the Aid of College Administrators

"You're never out of touch," says President Gora. That is a huge boon to her because her days are chock-full of meetings and events, not to mention out-of-town trips. "It enables me to be a lot more efficient.“

Chronicle of Higher

Education

March 2006

“Which form of business communication do you generally prefer to receive?”

2007 1997

E-mail........................... 65% 34%

Face-to-face meeting... 31% 44%

Paper memo................... 3% 12%

Voice mail....................... 1% 7%

“Which form of business communication do you generally prefer to receive?”

2007 1997

E-mail........................... 65% 34%

Face-to-face meeting... 31% 44%

Paper memo................... 3% 12%

Voice mail....................... 1% 7%

Students & Communication

Pew Internet and American Life Project called "Teens and Technology"

2005 report

“preferred new technology, like

instant messaging or text

messaging, for talking to friends and use e-mail to

communicate with "old people”

Students & Communication

Pew Internet and American Life Project called "Teens and Technology"

2005 report

“students interviewed for this article said

they still depend on e-mail to

communicate with their

professors”

First Impression

Ongoing email communication

University specific tips

Email EtiquetteEmail Etiquette

First Impressions

Subject Lines

First Impressions

Subject linesOpeners

Greetings Mr. Davis vs. Mr. Davis

Hello vs. Hi! Closers

Sincerely vs. Bye

Best, vs. Talk to you soon

First Impressions

Subject LineOpeners & Closers

Tone

First Impressions

Subject lineOpeners & ClosersTone

Text lengthPunctuation & grammar

First Impressions

Subject lineOpeners & ClosersTone Text lengthPunctuation & grammar

Overall message clarity & organization

First Impressions

Things to avoid:Crying wolfAll capsHuge attachments

Subject lineOpeners & ClosersTone Text lengthPunctuation & grammarOverall message clarity & organization

Ongoing Email Communication

Parsing

Ongoing Email Communication

ParsingTrimming text before you forwardContextualizing Response timeChanging subject lines

Ongoing Email Communication

ParsingTrimming text before you forwardContextualizing Response timeChanging subject lines

Ongoing Email Communication

ParsingTrimming text before you forwardContextualizing Response timeChanging subject linesOverall channel selection

Channel selection

Ongoing Email Communication

ParsingTrimming text before you forwardContextualizing Response timeChanging subject linesOverall channel selection

Things to avoid:

Missing attachments

Ongoing Email Communication

Things to avoid:Missing attachments

Ongoing strainsOverusing reply to allSending unneccesary email

University Specific Tips

Pre-set saved responses

Avoid acronyms w/ new comers

Keep your language gender neutral

Recommended Resources

Conquer Email Overload. Peggy Duncan. 2004. PSC Press, Atlanta, GA

E-Mail: A Write It Well Guide— How to Write and Manage E-Mail in the Workplace . Chan, Janie Fisher, 2005. Write it Well Publishing, Oakland, CA

Fast Company Article “Email Habits Die Hard”http://www.fastcompany.com/articles/2001/03/act_emailhabits.html

Managing Your E-mail. Christina Cavanagh. 2003. John Wiley &Sons Publishing, Hoboken, NJ

The E-mail Diet Book. Martin A. Siegel & Steven E. Clapp. 2006.LifeQuest Publications. Fort Wayne, IN