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The Art of Writing Effective Emails |
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Hello everyone, it is an honor to be speaking with you all today. I'm sure most
of you are familiar with basic computer skills like Cut, Copy, and Paste, but
today I would like to discuss an essential skill that is often overlooked:
writing effective emails, or e-mails. In this talk, I will cover the basics of
composing and sending messages, responding to messages, and observing proper
Internet etiquette.
Let's start with the essential features of an email message. Before contacting
someone electronically, you need to enter their email address accurately in the
To or Recipient field. Any errors will send the message astray. Once you've done
that, give the message a clear subject heading that describes its content. This
helps the reader prioritize their inbox. If you intend to send copies to others,
include their addresses in the Cc field. Compose a concise and relevant message
that suits your recipients' needs.
What if you want to respond to an email message? Use the Reply feature of your
email program, but keep in mind that you need to make sure the response is
addressed to the appropriate person. The Reply feature will prompt the email
program to provide a message screen with the original sender's address inserted
in the To field. Your address will be inserted in the From field, and the
addresses of the recipients of the original copy in the Cc field. If a message
is only for a single person, delete any additional addresses. Make sure to check
that the reply still has an appropriate subject heading.
Now, let's discuss effective online communication. To do this, you need to
follow some simple courtesies. Not everyone observes proper netiquette, but I
assure you that those who do receive thoughtful and considerate replies. When
sending online messages, do not scold or be rude to the reader. Avoid using
capital letters only in your messages, as it can come off as shouting. Address
your reader by name if possible, and sign off with your own name. Use short,
well-spaced paragraphs to make reading easier. Always take the time to read and
edit your message before sending it off. Proofreading helps eliminate errors in
grammar, punctuation, and spelling. Also, try to condense and clarify your ideas
while moderating your tone. Emoticons such as the smiley can help convey
emotions and moderate your tone.
Lastly, when reading and responding to messages, try to be less critical. Avoid
nitpicking over spelling or surface errors. Keep in mind that attitudes can be
difficult to convey, so give authors the benefit of the doubt. Do not be
judgmental. Always exercise courtesy and consideration in any communication,
including email.
In conclusion, writing effective emails is an essential skill that can help you
communicate more efficiently. Remember to follow proper netiquette, be
considerate and clear in your messages, and avoid being too critical. I hope
this talk has been helpful to you all. Thank you. |
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