Email Etiquette Facilitated by Chris Friend The John Scott Dailey - - PowerPoint PPT Presentation
Email Etiquette Facilitated by Chris Friend The John Scott Dailey Florida Institute of Government at the University of Central Florida Email Etiquette Introductions Name Department & Job Title Years of Service Average Number of Daily
The John Scott Dailey Florida Institute of Government at the University of Central Florida
Facilitated by Chris Friend
The John Scott Dailey Florida Institute of Government at the University of Central Florida
Email Etiquette
Name Department & Job Title Years of Service Average Number of Daily Emails Bonus: How many unreads right now?
The John Scott Dailey Florida Institute of Government at the University of Central Florida
Email Etiquette
Addressing Email — everyone Composing Email — recipient Managing Email — you
The John Scott Dailey Florida Institute of Government at the University of Central Florida
Email Etiquette
TO/CC/BCC
Use Caution with BCC Read Before Reply
Distribution Lists
Good: Time Saver Bad: Easy to Abuse Ugly: Keep Updated
Reply vs. Reply All Use with Care Forward Be Aware
Remembering
When you type “attach” As you add addresses
Size
1 / 5 / 10 Multiplicity Alternatives
File Types
PDF — Everyone DOC — Most PPT — Many PPS — Some EXE — None
Viruses
Relevant & Helpful Include Key Words Topic + Comment or Action Change on Reply?
It’s quick. Respond in 24–48 hours.
One Message per Topic Make Next Action Clear K.I.S.S.
Clarity Accuracy Understanding + Action
Prefer Lists to Narratives Use Shorter Paragraphs Maintain Professionalism
Be direct. Be polite. Request vs. Demand Be professional.
Emoticons Flaming & SHOUTING!!! Spelign
Saves Time Includes
Department Position Phone Number
Not private, confidential, secure, or guaranteed Anyone can forward Sunshine laws
Thank the sender. Say “yes” quickly. Provide next step.
Start neutrally Include your reasons Actually say “no” or “cannot” Be supportive, not apologetic
Give background List previous efforts Explain importance to reader Ask for help & offer a suggestion or resolution
Heated Discussion Misunderstanding Sensitive Info Excess Emotion
Merlin Mann • Inbox Zero
Storage Exchange
Auto-Checking Sorting into Folders Keeping Messages “Unread”
Delete it. Delegate it. Respond to it. Do what it says. Defer its action. with value.
Do email less. Cheat. No fiddling.
Email Etiquette Facilitated by Chris Friend