Vasudevan Head HRD

Email Has Become Ineffective Poor Usage Examples Use Smart Subject Lines Think Before You Click Write for Action Reducing the Load Quality Communications Recommended Standards General Tips Call to Action

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Its a double-edged problem Too many messages are floating around Fixing the problem lies on our shoulders
Half are unnecessary The other half are ineffective

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No subject line

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Action required and key points are hidden in the message

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-----Original From: Sent: To: Subject:

Message----Monday, January 08, 2001 5:46 PM IMS Operations Information

I will be gone all day Tuesday/01-9-01 at an Operations Offsite Staff Meeting. I will be accessible via cell or pager listed belowThanks

Misusing the global distribution list

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Discussion that could have been done on the phone

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All messages should have clear and specific Subject Lines that
describes the message content specifies if there are any actions required & due dates mentions clearly who the message is for

TAG description [actions] [due date] [(EOM)]

Subject Line Template:

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TAG description [action] [due dates] [(EOM)]

Good Subject Line Examples

FYI ONLY: Meeting minutes from 3/14 discussion WSR: Joe Smith Operations WW17 ARs Included: Minutes from MRC, all ARs due Friday 4/1 DISTRIBUTE: Program POR updated & related information Bob, Joe: need you at noon meeting Wed w/ your updates AGENDA: Staff meeting Thurs 3/12 10:00 pm Mary: I will attend the WW FTF & present summary. (EOM) Weekly Minutes Here are the URLs Re: presentation (blank subject line) Unrelated subject line sending an email with an old subject line that does not relate to this message

Poor Subject Line Examples

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If you can type your entire message in the subject line and dont need to write anything in the body of the message - do so! Type (EOM) at the end of the subject line. EOM means end of message

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Dont automatically REPLY TO ALL. Take one last look at your distribution list is this email necessary for all recipients. Once the email discussion goes beyond 2-3 replies anyway, its time to pick up the phone

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In the first 1-3 lines of your email, specify what this email is about.
Does it include action required? Does it require a reply back by a certain date? What information is contained that the reader will find necessary for their job?

Use the To: and Cc: addresses appropriately

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Overloaded system & recipient Use text messages every time you can Use formatted documents when necessary Stop replies before they start
Status Reports, Meeting Minutes, Trip Reports, Simple Proposals

Spreadsheets, presentations, formal documents If a reply is not required, end your message with (Reply Not Necessary)
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Email is not the right communication tool when quick response is needed Use email to convey non-sensitive or non-emotional information

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If an email discussion doesnt end in 1-2 replies and get the results that are necessary STOP Ask yourself, are you sharing expertise, or just venting Constructive confrontation or disagreements do NOT get resolved in email
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Recommended Subject Line Tags:

URG

- Stop everything, read me first HOT - Need immediate attention RSP - Need you to respond, either way MTG - New/modified meetings FWD - Forward to your respective group(s) HLP - Need information, assistance with a problem FYI - Just for your information ACT - Needs action
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Rules:

No outlook templates or pretty stationary" when sending/replying messages Reply to sender only. Only "Reply to All" when absolutely necessary PowerPoint Files: Zip all attachments. Large files; use shared server or websites When possible, short messages should be written in the subject line, with the EOM tag
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Rules:

No discussions in email. When people start "talking" in email, please stop Carbon Copy your manager if you really need to Do not use UPPER case alphabets unless using it as a title. This gives a negative connotation (looks like you are yelling those words)

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Use Follow Up Flags. If you find you are on a distribution list you dont need to be on
send a note to the originator to be removed.

If you get involved in an email discussion that you dont need to be in

ask to be taken off the distribution.

While forwarding the message delete the list of email addresses if not necessary If you see someone else practicing bad email etiquette
send a friendly note and ask them to correct it

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Incoming Email Tips: Process your email in batches Dont overreact to nuance in email

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Font:

Use standard font throughout the message content Avoid colored fonts in a professional email Be very specific with the use of bold, italic or underline font style Keep the size of the font visible and constant Paragraph and line spacing should be legitimate and visually appealing Avoid short forms or slang (e.g. u instead of you, y instead of why, r instead of are, etc)
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From: Sent: To: Subject:

XYZ Monday, January 08, 2001 5:46 PM ABC Information

Dear Sir,

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, the issue to a higher level.

With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail.
Regards, XYZ
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From: Sent: To: Subject:

XYZ Monday, January 08, 2001 5:46 PM ABC Information

Dear Sir,
With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

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From: Sent: To: Subject:

XYZ Monday, January 08, 2001 5:46 PM ABC Information

Dear Sir,
With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned

mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and
HENCE THERE WAS NO NEED TO ESCALATE THE ISSUE TO A HIGHER LEVEL WITH REFERENCE TO THE BELOW MENTIONED mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

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From: Sent: To: Subject:

XYZ Monday, January 08, 2001 5:46 PM ABC Information

Dear Sir,
With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level. With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail, I would like to mention here that the required action was taken long back and hence there was no need to escalate the issue to a higher level With reference to the below mentioned mail. Regards, XYZ

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Implement these guidelines in your own email usage Its got to start with you Take this presentation to your staff and request that they implement the guidelines

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Vasudevan Head HRD

Vasudevan Head HRD