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Showing items tagged with "corporate email etiquette" - 20 found.

Articles and blog of Note – February 2016

Posted Tuesday February 2nd, 2016, 3:07 pm by

Three themes stood out over the past few weeks: the obvious one of new year’s resolutions and predictions; our skill or lack of it with the English language and of course the Court of Human Rights ruling in favour of an employer who monitored an employee’s personal emails.

2016 predictions and resolutions

  1. Press roomSet goals rather than resolutions.  Did you set yourself up for failure just a week into the new year by setting a series of new year’s resolutions which within a week you had broken?  Well it turns out that it is better to establish some SMART goals against which we can monitor our progress. It’s never too late to re-calibrate and set new goals.
  2. Ten goals for the IT department for 2016. The technology press abounded with hot tips.  This was not so much about what the future would look like, but how you can change hearts and mind during 2016 to really exploit the power of IT to improve performance.
  3. Cyber crime predictions for 2016. There is little doubt that cyber crime will continue to rise in the foreseeable future and that the cyber criminals may continue to have the upper hand, but maybe not for ever.  This article underlines the need to be forever vigilant especially using mobile devices.

How clearly do you communicate?

  1. The corporate guff awards for 2015.  As always perhaps the funniest article of the month, when FT Assistant Editor Lucy Kellaway hands out her awards for the biggest load of waffle written over the past twelve month. It’s worth the time to set up a free FT.com account just to access her Guffipedia.    There are wonderful phrases like ‘We will deepen our leadership of food-to-go’, meaning make better value sandwiches.
  2. English deficit causes more harm than the digital divide.  A controversial article by Michael Shapinker again in the FT about the impact of the lack of good skills in English can harm the economy.
  3. Do you write email pearls or lead balloons? In keeping with the above two articles, a Mesmo Consultancy blog on using good email etiquette to send the right message right first time rather than writing an email which might just start another email media disaster.

Monitoring employee’s personal emails

  1. Are you stealing the company’s broadband? Recently the European Court of Human Rights ruled against an employee who protested that his company was monitoring his use of the company’s email system for his personal use.  A Mesmo consultancy blog on the pros and cons of this ruling and implications for the future of both corporate email etiquette and email overload.

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Email etiquette – only send PEARLS

Posted Monday February 1st, 2016, 10:23 am by

Email PEARLS for brilliant email etiquette

Email PEARLS for brilliant email etiquette

Are your emails PEARLS designed to send the right message right first time or lead balloons which might lead to an impending email disaster?

  • P     PROPERLY laid out
  • E     Written in plain ENGLISH
  • A    Have an ACCURATE subject line
  •    RELATE to work or business
  • L     LESS than half a screen in length
  • S     About a SINGLE topic

PEARLS are good corporate email etiquette and will enhance your digital dress code just like real ones can add a touch of glamour to anything from jeans to haute couture.

Click here to check your email etiquette.

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Small is beautiful for email signature blocks

Posted Friday February 21st, 2014, 8:31 am by

A recurrent question with clients has been how much information to include in your email signature block (from company logos and awards to the full postal address).

Recently I received an email where the logos and awards included in the signature block amounted to nearly 35KB which was more than both the content and the attached Word file. Three emails like this and that’s a third of a MB of unwanted storage space. I diligently deleted all the offending images in order to keep my inbox slim. Overweight email signature blocks are one of my pet peeves!

What constitutes good email etiquette for an email signature block?  We are all looking to create a professional image which makes our email stand out in an ever crowded inbox. Including logos in an email means that you can:

Signed contract close up

• Impress clients with your awards;

• Reinforce your brand logo.

 However, the downsides are that such images:

• Add to the size of the email and hence take up more storage space.

• Mean the email takes longer to download (as its bigger than it needs to be and not everyone has access to superfast broadband).

• Are often seen as spam and cause important emails to be trapped and quarantined.

• Not always rendered properly and can look naff (given the range of devices people use to read their email).

The other aspect of the email signature block is how much information to include.  My other pet peeve is an email where the contact information is longer than the message itself.  One 11 line email had a 23 line block as the sign off (person’s title full contact details etc) and it is on every email entry. How to annoy the recipient very quickly.

Always include as a minimum a contact phone number. After three rounds of email ping-pong, the other person might want to phone you. They too are time poor and if they cannot see a phone number quickly and easily, they will default to email which is often unproductive for everyone (and especially if building a new relationship is involved).

Conversely, not everyone needs all your contact details ie address, fax, mobile etc. So don’t clutter up the email with unnecessary verbiage. Be selective. As default, use the minimum (ie name and phone number) and only insert your full details when asked.

Small is beautiful for email and is the best form of email etiquette. This means the minimum of size and content. A good website, not an email is the place to project your corporate image, company values etc and full postal address.

For more on corporate email etiquette and especially how to close an email see previous blogs and of course ‘Brilliant Email’.  If you still have any questions and need help, call us and ask about our Brilliant Email masterclasses.

What is your pet peeve?

 

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Creating a More Effective Email Communications Culture: Guest blog by David Grossman

Posted Friday January 24th, 2014, 4:12 pm by

In the final part of this series of interview with David Grossman, he reviews what are the barriers and drivers to creating a more effective email communications culture.

Monica: What do you see as the principle issues restricting the use of email within organizations?

David: Limiting email and reducing abuses is a step in the right direction, especially for middle managers.

We conducted research of 1,100 executives, senior leaders, managers, and employees on their perceptions of e-mail.

Our 2012 email perception study, “Enough Already! Stop Bad Email,” shows that when it comes to email overload, it’s the middle managers who feel the most pain:

  • Middle managers typically spend 100 hours (6,000 minutes) a year on irrelevant email
  • They are 50 percent more likely to access work email outside of normal business hours
  • 30 percent experience work-life balance issues
  • 20 percent fear missing relevant information
  • 21 percent experience stress

And yet, they don’t want their ability to use email taken away or even interrupted.  83 percent of middle managers agree that email is an effective and necessary communication tool, and only 15 percent said that limiting email during normal business hours would be very effective. Our research suggests that to melt the iceberg that is the “Frozen Middle,” companies need to do a few things:

  • realize that the responsibility to improve is at the individual and organizational levels
  • agree on email expectations and get leadership in board
  • promote e-tiquette to reduce overload

All that said, limiting email and stopping abuses isn’t the ultimate solution to improving employee engagement, work-life balance, and productivity. Really, it’s a Band-Aid because the much larger issue is about ineffective communications inside organizations today, which is negatively affecting business results.  That means leadership needs to assess and improve the overall communication system for the organization.

Monica: How can we improve this situation – top three tips.

David:

  1. First, determine whether email is the right communication tool: As you assess whether email is the right vehicle, consider its limitations and your strategy for getting feedback. Use email when you need to provide one or multiple audiences with a brief status update in the body of a message, deliver a longer message or information as an attachment to your intended receivers, or prompt the receiver(s) to view web-based content or other content that’s attached. Don’t use email to give bad news or to give complex, detailed or lengthy information or instructions.
  2. Commit to using email more effectively oneself: I’m a believer that the number of emails one receives is proportional to the number of emails one sends. Before you send, ask yourself, “Should my message be communicated face-to-face or voice-to-voice instead?” Make sure your email is relevant, and ask “Is the information pertinent to my recipient? Do they really need to read my message?”
  3. Coach others when they’re not using email effectively: Could people in your organization benefit from picking up the phone instead of using email? Are their emails lacking necessary context or calls to action? Coach them. When you commit to using email more effectively and help others do the same, you can not only take steps to conquering email overload, but also improve the flow of communication within your entire organization.

For more information on email overload, its effects on the frozen middle, and additional tips, visit our Email Research and Resource Center.

David Grossman, ABC, APR, Fellow PRSA helps leaders drive productivity and get the results they want through authentic and courageous leadership communication, a sought-after speaker and advisor to Fortune 500 leaders. A two-time author, David is CEO of The Grossman Group, an award-winning Chicago-based strategic leadership development and internal communication consultancy; clients include: DuPont Pioneer, Lockheed Martin, McDonald’s, Motel 6 and Tyco, to name a few.

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Email etiquette – does a salutation matter?

Posted Thursday December 12th, 2013, 11:45 am by

What does bad email etiquette cost you?  This question was prompted by the wonderful story yesterday of a French Café who charge polite customers less for coffee.  This generated a request from BBC Radio Solent’s Julian Clegg to talk about whether or not manners maketh man. (Interestingly, a quote from Willian Wykeham Bishop of Winchester around 1366)

Coincidentally, yesterday too I was asked if it was acceptable to reply to an internal email without including a salutation.  All Mesmo Consultancy’s research shows that if you add a salutation and a few polite words you are more likely to receive a reply from the other person than an email with just a one line question. For example ‘ Please can you let me have the sales figures. Thanks’ will engage the other person more than the bald statement ‘Let me have the sales figures’.

This is perhaps not surprising in the digital age where physical interactions are on the decline and we come to rely increasingly on digital interaction.  How we write emails and social media posts is our ‘e-dress code’.  It portrays a picture of you for better or worse.

Email etiquette which Mesmo Consultancy finds conveys a bad image include:Polite

  • No salutation and no ‘please’ or ‘thank you’.  Both convey an image of arrogance, I am too busy, I am senior to you etc.
  • Capitals is like shouting.
  • High priority markers and reminder flags built in to an email also convey an image of arrogance and trying to pull rank.

In the lean world of business, we need to draw out the best in the people with whom we work.  Displaying arrogance in our emails and social media posts in not an option.  Moreover in such a noisy world we also need both to make ourselves stand out and find ways to work with those who prefer ‘Quiet’.  Good email etiquette can help.  Good email etiquette costs you nothing (well maybe a few seconds more to write the email) but helps you gain friends rather than enemies.

Use our free on-line ‘Email Etiquette’ benchmarking tool to see what image you create and how well you engage through email with others.  Still need some help than ask us about how our corporate email etiquette training which has helped others can help you win more business.

 

 

 

 

 

 

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