Skip to main content

Internship Skills: Effective Email Communication


Effective Email Communication
Effective use of email in a professional environment can be very different from everyday and informal use of email communications. The following tips should help you avoid major pitfalls in the professional setting.

Choose the recipients carefully
A message directed at one person should only go to that person. In some business settings, copying an executive’s assistant is appropriate, but this should be clearly indicated before you do it. If you are copying a message to someone who is not the primary recipient, use the cc: (carbon copy) option, rather than the to: option.

If you are writing to a large group of people, consider using the bcc: (blind carbon copy) option. In this case, you would place your own email address in the to: box.

Finally, make sure you send the email from an appropriate and professional account.


Use the subject line efficiently
Always state the subject and be as clear as possible. Indicate exactly what you are writing about and, if appropriate, what kind of action you are requesting.
Bad example
Good example
Subject: my job
Subject: Clarifying my job expectations
Subject: Meeting
Subject: Request for meeting on May 1 at noon
Subject: Help!
Subject: Questions regarding the format of the report


Compose a clear message
Begin by stating the purpose of the email. Then, provide any background information that might be needed by the recipient. Organize the information into paragraphs. Avoid sending one email for multiple issues, especially when the issues are not related. Close the email by summing up the actions that are requested from the recipient. Then use a short neutral phrase to sign off, such as “Best regards.” Be sure to proofread the message for errors.



Identify and explain attachments
Never send an attachment without a clear explanation of what the attachment is and why the recipient should open it.



Use a consistent and effective signature
In your email settings, set a default signature that includes your name, title, and any useful contact information (including social media handles). Avoid quotations, political commentary, and pop culture references.




Identify the mistakes

Find at least 10 errors in the email below…

To: Paulina Jackson , pjackson@gmail.com, Tom McMillan tmcmillan@gmail.com
CC:
BCC:
From: Eric Young easye@gmail.com
Subject: Appointment request
Message
Dear Paulina (CC: Tom),

Can we meet tomorrow at 2PM to discus this?

Eric

“Donuts. Is there anything they can't do?” – Homer Simpson


Report.doc






Mistakes

1.     Tom McMillan’s email is in the ‘To:’ line but he is listed as a CC.
2.     Sender is using an unprofessional email handle (easye).
3.     Subject line should be more specific. “Appointment request to discuss budget report, May 5 at 2PM”
4.     Attachment is not referenced or identified. “The budget report that you requested is attached as a Word document.”
5.     The message does not offer the background information that the reader needs. “Can we meet tomorrow to discuss this? I have questions about the third quarter expenses that I want to clear up before finalizing the report. Specifically, I am wondering which budget item we use for marketing expenses.”
6.     Message has not been proofed: "discus."
7.   Message has no action summary. “Please let me know if May 5 at 2PM in your office will work.”
8.     Message has no sign off. “Best regards,”.
9.     Signature is informal. Use full name.
10.     Signature does not include a title or contact information.
“Eric Young
Accounting Intern
eyoung@gmail.com"
11. Signature uses an unprofessional quote.

Download the Word document version of this blog, without the videos, at: https://www.dropbox.com/s/kqabynjr3vcaq5b/Effective%20Email%20Communication.docx?dl=0.

Check out my internships Pinterest board here: http://www.pinterest.com/popculturefreak/professional-skills/.
Labels:

Comments

Post a Comment

Popular posts from this blog

Teaching Tools

I've added two new teaching tools to my regime this semester. 1. Skitch . Skitch is both a desktop application that lets you capture images easily, and a website that allows for easy image sharing . I'll use it this semester to capture images that we can discuss in class, and to take pictures of the blackboard at the end of class (to capture interesting brainstorming sessions). I can upload the pic via email, straight from my phone, and the students will have access right away. I can use the image capture software to circle parts of the reading, charts, graphs, etc. and bring those to the surface for discussion. 2. Slideshare . This program allows you to upload PowerPoint presentations to the Web. I uploaded all of my slides for the semester to one page where they can be accessed from any computer. It allows me to worry less about carrying the slides on a USB drive or having to upload them to the course Blackboard page, which sometimes doesn't open. It also makes fo...
4 comments
Read more

Board Recruitment Resources in Philadelphia and Beyond

http://dustinkidd.blogspot.com 1. Business on Board : A function of the Arts and Business Council. Provides training to prospective board members and connects them with local arts organizations. 2. Philadelphia's Young Nonprofit Leaders : Provides training and resources for staff and volunteers, including board members, for local nonprofits. "Young" is broadly defined. 3. Blue Avocado : An online magazine about non-profit boards. 4. Board Cafe Archives : The predecessor to Blue Avocado. Has a nice section on recruitment and diversity. Here's a good one . 5. BoardnetUSA : A board recruitment and placement website. Like Monster.com for boards. 6. VolunteerMatch : Similar function to BoardNet. 7. Bridgestar : Connects corporate employees to nonprofit service. 8. Eide Bailley : Non-profit toolbox. Includes a nice short article about board service. 9. BoardSource : Recruitment and Orientation resources. More resources throughout the site. 10. Wharton Nonprofit Board...
2 comments
Read more

Clutter

I hate clutter. Let's get rid of it. Pick a spot in your house or office or even computer that you want to de-clutter. Let's say we're de-cluttering a drawer in a home-office. Take out everything and put it all in one pile. Pick up each thing one at time and ask yourself why you have this thing. If you're going to keep it, you have to know why you have it . You should be able to name the purpose the object has and know when it will meet that purpose. The purpose of a yellow highlighter is obvious, but if you never highlight things, then it will never meet that purpose. It's clutter. This stapler and its little box of staples work like new. I've had them for years, I never use them. They have to go. Do you want them? Start a new pile of the things that have no clear purpose. If you are rigorous in surveying your stuff, this pile should get big quickly. Everything in this pile is going to go; we just have to figure out where it goes. Now, you're ...
2 comments
Read more