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15 Steps to Writing Effective Email

To help you get the most from your training materials, you’ll also receive a copy of the Leader’s Guide. It will show you how to introduce the materials to your staff in a positive and motivating way. How to reinforce important points in the booklet with a group training session. Plus techniques to keep the message fresh long after the booklets have been distributed. Best of all, you don’t have to be a professional trainer to use the program because the Leader’s Guide includes discussion topics, activities, trainer’s tips and more.

To learn more about the Leader’s Guide, you may read the sample section below.

Activity 1: Develop Departmental Guidelines

Ask a small group to tackle this project. Consider asking for volunteers, assigning the job to supervisors or team leaders, or selecting a mixed group. This is a good opportunity to recognize achievement and reward it with a management-level assignment.

Depending on the nature of your organization, your departmental guidelines might cover the following topics among others:

• Standard email signatures
• Standard “out of office” replies
• Response time i.e., within two, four or six hours.
• Procedures for escalating or forwarding email to another person for reply.
• Email retention policies. What to save and for how long.

And, while it may be covered in your company-wide guidelines, it is always important to restate certain cautions. For example:

• Be careful what you write — e-mail is neither private nor secure. Do not use e-mail to discuss confidential or sensitive information. An e-mail is a permanent record and can be easily forwarded to others or intercepted on the way.
• Be very careful when opening attachments, even if the message appears to be from someone you know. E-mail attachments infected with viruses are one of the most widely used methods for infecting PCs. Alert the E-mail Administrator if you think your PC may be infected.
• Do not use your business email account for personal matters.

 

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