Presentation on Effective Email communication for Business will help teams to send effective and clear emails for better productivity

1. Effective Email Communication
Lokesh Gupta
Startup Guy & growth hacker
http://lokesh.co

2. Why need to write effective
emails
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Make sure emails are
read
Convey message
clearly
Increase productivity
Avoid
confusion/conflict

3. Some common email mistakes
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Vague or non existent
subject line
Changing topic without
changing subject
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Sending before thinking
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Inadvertent Replying to all
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Misaddressed recipients
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Replying Vs. Forwarding

4. Effective Email Structure
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Addressing
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Subject Line
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Message Text
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Signature Line
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Attachments
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Style

5. Addressing
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Limit to who really needs to
know
Make it clear in text who has
action and who is info
addressee
Use Bcc to protect email
addresses unless every one
knows each other
Watch reply all
Avoid typing addresses free
hand. Many addresses are
similar.
Fill addresses last to avoid
sending an incomplete email

6. Subject Line
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Headline (think newspaper)
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Grab attention
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Summarize message

7. Subject Line Examples
Bad Example
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Subj: Important! Read
Immediately!
Good Example
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Subj: Meeting
Subj: Announcement
Subj: Follow up about
meeting
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Subj: Do we need a
larger room for social
meeting on May 14th?
Subj: 99acres Team
Building Meeting (10
Jan) MoM

8. Message Text
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Keep the message focussed and readable
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Keep it short
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Use inverted pyramid structure (like
newspaper)
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Break into paragraphs
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Avoid Capital letters, fancy typefaces
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Proofread and spellcheck
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Add attachment first so that later you do not
forget it

9. Signature Line
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Include (if you want people to contact you) -
Name, Title, Organization, Email, Phone
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Can be shortened for frequent correspondents

10. Do's for Email Communication
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Check spellings
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Check attachments
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Check if only relevant people are
included
Proper salutations and signature are
in place
Subject is relevant
Set clear actionable items for
different people
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Keep content short and bulleted
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Review before sending

11. Don't for Email Communication
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Never let your emotions control your mails. Wait for 24
hours before replying to any heated conversation. Let it
cool down.
Never say in Email what you wouldn’t say in person or
would not like to see in the press or defend in court.
Do not use professional mails for personal use
Do not send mail to everyone in your team or company.
No body has time to read irrelevant mails. Send to only
relevant people.
Do not write long essays. Keep mail short and crisp.

12. Questions & comments?