Showing items tagged with "email etiquette" - 62 found.

Dicks or Ducks – classic email howlers

Posted Wednesday November 27th, 2013, 9:45 pm by

Experience is simply the name we give to our mistakes.  Oscar Wilde

Over the last few weeks running email management and email etiquette workshops, many of you have shared some classic faux pas.  The spell checker is great for those of us who cannot spell but it can lead to some real howlers if you don’t watch what is happening.  Here are a few from recent Brilliant Email management training sessions:

‘Hell’ was the email greeting instead of ‘Hello’.oops

The Board were asked to line up their ‘dicks’ instead of their ducks’ ahead of a board meeting.

Visitors were asked what size  ‘willie’ would they like rather than ‘wellington’ boots.

The IT department apologised in advance of weekend maintenance for the ‘incontinence’ rather than ‘inconvenience’.

The moral of these email faux pas is not only to think before hitting send, but watch carefully as you spell check your email.  Paying attention, pays dividends when it comes to email etiquette and preserving your image – both your own and the company’s.

Dare to share email mistakes like these either that have been sent to you or you have sent to others?  Copy of ‘Brilliant Email’ for the best one.

Tags: , , , ,

Read this post... | Comment on this post

Twenty five top tips to save time

Posted Tuesday November 19th, 2013, 10:41 pm by

A couple of weeks or ago I had the pleasure and honour of running a Brilliant Email Management workshop for over one hundred NHS PAs at the NHS PAs for Excellence  Wales conference.   Here are their top tips for reducing email overload and using excellent email etiquette to save time.

  1. Creating rules eg for Cc’d emails; spam; junk emails; meeting planners; newsletter
  2. Drag and drop into folders
  3. Subject line – note what is required within the subject line, eg for action/for info/respond by…/
  4. One topic – one email
  5. System emails on server instead of BB
  6. Using information like ‘no response required’ or ‘action required’ in subject linenhs_pas_logo
  7. When filing an email in a sub-folder, change the subject to one that fits/is more suitable to your filing or better suits the reason for keeping the email
  8. Make sure that the content is polite and no ambiguity – plain speech
  9. Switch off new email alert and try to check emails only three times a day
  10. Drag and drop emails into calendar/task pad for reminders eg complete survey by ‘date’ in good time
  11. Use the Out of Office message to manage sender’s expectations of when I will reply
  12. Colour code incoming emails
  13. Editing in situ
  14. Only put your signature once in an email
  15. 4D rule: Deal; Delete; Delegate or Defer
  16. Drag and drop emails to task pad
  17. Send a link not a file
  18. Things change; never be afraid to ask people to remove you from contact lists, distribution groups that are no longer relevant
  19. Use the facilities available – learn how to use Outlook to its full potential
  20. Check for typos before pressing ‘send’
  21. Keep emails succinct and relevant
  22. Plan emails, draft, review etc, if needed and ensure that the recipient needs to avoid return emails with questions
  23. Say it in the subject line – ‘EOM’ end of message
  24. Five bullet points maximum
  25. ‘Thank you in advance for your assistance’ is my favourite phrase – regrets having to thank someone afterwards

What would you add as your favorite tip?


Tags: , , , , , ,

Read this post... | Comment on this post

Ban slang and textspeak to improve business email etiquette

Posted Monday October 28th, 2013, 10:29 pm by

Hurray for the  Harris Academy who earlier this month decided to ban the use of all slang and text speak in an effort to improve pupil’s English language skills.  A person’s lack of command and competence with proper English is rendered naked in an email as many business people have discovered.  An email sent on a company address is a business record and as such represents that company’s brand and image.  Whilst slang and text speak may be acceptable socially, proper business email etiquette is a pre-requisite to developing good business communications.

How would you feel as a manager and/or business owner if your employees sent emails which do not reflect properly your brand and company values?  Yet that is what thousands of people do every day.  They write emails in which ‘there way to resolve the challenge is…’.  ‘They two will spellcheck their emails…’

Add to that the number of emails which contain text speak which many outside generation X and the Millennials see as a foreign language.  Add too those emails which contain smileys and kisses and you start to see the problem. (If you are in the retail sector such emails can be enough to cost you a customer fountain penespecially if they customer if a Baby Boomer or from Generation X who are used to properly written communications).   Your email is your digital dress code. Sloppy email – sloppy you and your business.  Business email etiquette is different to social email etiquette.  Business emails need to be need properly structured, grammatically correct and spell-checked.  After all it would not be good to ask fellow board members to get their ‘dicks’ lined up!

The ban on text speak and slang by Harris Academy is welcomed, because if we don’t start to educate today’s school children we might as well wave goodbye to English as you and I know it.  This would a be a great shame and could be the start of the slippery slope to lower standards of email etiquette and business communications which will mean time wasted as we try to comprehend what is being said.

Use Mesmo Consultancy’s free ‘Email Etiquette Benchmarking tool‘ to check the quality of your emails.  If you find they do not support your values and brand then it’s time to take the bull by the horns and educate your workforce before you lose valuable customers.  Call me to discuss how we can help you.

Meanwhile, what’s the worst business email etiquette bungle you have ever seen/made?


Tags: , , , ,

Read this post... | Comment on this post

Why include a video link in an email? Guest Blog by Alan Coote of 5Digital

Posted Wednesday September 4th, 2013, 5:26 pm by

Alan Coote

Alan Coote CEO 5Digital

What is email best practice for including video within your campaign can increase click through rates by 300%. If you want to correspond with a company’s senior executives, you had better include a video link as 60% of them prefer receiving video to text. Yet click through only generates traffic. In order to be successful you really need to convert this into sales. That means generating compelling content. Whilst I could write a book on the subject, let’s break it down into three steps which also make for good email etiquette.

Step 1: Know your audience

In broadcast media it’s standard practice to have a profile of a typical viewer or listener. We give them a name, we know how old they are, where they live, how many kids they have, what car they drive, the newspaper they read and what other programmes they are watching.This is your starting point; it steers the whole production in a single, clear direction informing not only how the video looks and sounds, but also how it’s filmed, edited and presented.

You may think being too specific could lose you business – it won’t. The more specific you are, the greater the clarity of your production.

Step 2: Know what outcome you want

It doesn’t take long in business to realise that nearly every marketing message your company puts out must have a clearly defined objective. If the aim is to make a sale then everything you do should point the viewer in that direction. If it’s to raise awareness you’ll need a mechanism for measuring that too.

Step 3: Know how you are going to get a response from your video

Now we have to determine how we’re going to achieve the final step – the all-important conversion. This is where a significant number of people are lost. Imagine promoting a holiday destination with an enticing video of the hotel. The pool looks inviting and there are lots of happy people saying what a great time they’ve had. The video ends on a call to action to visit the website to book. That’s another hoop, more typing and more effort. To increase conversions include directions in the video to a simple tracking link included in the email. Autoresponders such as Aweber and GetResponse allow you to manage the success of your campaign.

Even with a compelling video, the maxims of email marketing still hold true – a captivating subject header, personalisation, call to action and click through tracking. To find out more on video statistics, watch this:

Alan Coote’s career spans 35 Years in Creative and Digital Media including the BBC, BAE Systems and numerous Independent broadcasters. He is the CEO of 5 Digital and broadcasts weekly on the national business radio programme Let’s Talk Business. Follow him on Twitter @TheAlanCoote

Tags: ,

Read this post... | Comment on this post

Banish Reply All Emails

Posted Monday June 17th, 2013, 8:02 am by

Reply All emails are the bain of most people’s inboxes.  Its been a recurrent themes during discussions this week.  Using Reply All shows lack of good email etiquette and drives up the email overload. The question is why do people take this option and how do we help them change their email behavior.   A kind view is that the offending recipient accidentally hit Reply All.  The less charitable view is to assume the offending recipient is trying to score points.Untitled

Banishing Reply All emails depends on good email etiquette from both the sender and recipients.

As a sender, how can you improve your email etiquette to manage and reduce the opportunities for people to hit hit Reply All?  There are three easy options:

  • Put all the recipients in the Bcc box rather than either the To or Cc line.
  • Challenge those who do ‘Reply All’; ask them why they chose this option.  They won’t be so quick to do it again.
  • For Outlook users, use an Expiry Date for time critical emails.  After their ‘sell by dates’ such emails will be greyed out which is a sign that the email no longer needs a reply.

As recipient, the message is simply, Reply only to the sender.  In addition there are two other options:

  • Build in a few minutes delay between hitting send and the email leaving your outbox (eg either through rules or manually)
  • For the more sophisticated user with Outlook 2007 upwards you can remove the Reply All button from your tool bar.

These are actions you can take as individuals and teams working together.  To completely banish the Reply All syndrome, requires good email culture and email etiquette policy across the organisation.  What does your corporate email best practice say about using Reply All?  What are the penalties for breaking the email best practice code?

Over the years Mesmo Consultancy’s Brilliant Email workshops have been instrumental in helping organisations banish the Reply All syndrome.  For more information on how we can help you and your organisation, please contact us now by phone or email.

Meanwhile, what suggestions do you have to banish Reply All emails and improve the email culture?

Tags: , ,

Read this post... | 1 comment