edc_2011_20 - Chapter 20: Email and Other E-communication...

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Chapter 20: Email and Other E-communication 197 CHAPTER 20: EMAIL AND OTHER E-COMMUNICATION Chapter outline Guidelines for email Guidelines for sending attachments Guidelines for sending faxes Key guidelines for email and other e- communication Use your Northwestern account to send email Write a subject line that clearly indicates the purpose of the message Keep individual paragraphs and the overall email as short as possible In the first paragraph, indicate the message's context, purpose, and main point Provide enough details in the body to convey the main point clearly Conclude by stating what you want the reader to do with the informa- tion you have provided Use a polite and respectful tone Check and re-check for typos and other errors before you hit “send” Copy your teammates and instructors Use clear filenames and common file formats for attachments In EDC, you will be communicating frequently with team members, instruc- tors, clients, and other interested parties. As in the business world, most of this correspondence will be through email. As you probably know, people in business and other professions receive a large number of emails each day. A 2006 study at a technology company found that the average employee received 87 emails a day (Fisher, Brush, reader pays attention to it, can understand it easily, and acts on it in the way you want. This chapter offers advice for achieving those objectives.
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Chapter 20: Email and Other E-communication 198 20.1 GUIDELINES FOR EMAIL 20.1.1 When to use email Use email when you don’t need an immediate response, when you want to give a person time to consider the message, when you have had difficulty reaching the person by phone, or when you want to present information that would be hard to convey in a phone call (such as test data or an attached graphic). 20.1.2 How to make sure your email gets read Because of the large number of emails received every day, people often make quick decisions about which they’ll open and which they won’t. To make sure your EDC email gets read: 1. Send the email from your Northwestern email account , not your personal account, so it looks legitimate. 2. Use a subject line that indicates the message’s purpose , such as “Meeting request—adaptive knife project.” The more vague the subject line, the more likely the reader will pass on to the next email. If you are emailing your client or instructors, include the name of your project, and section and team number. Avoid subject lines like URGENT and IMPORTANT, since these are often used by spammers. 3. Keep your message short, one screen if possible
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This note was uploaded on 05/30/2011 for the course MATH 203 taught by Professor Xia during the Summer '00 term at Culver-Stockton.

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edc_2011_20 - Chapter 20: Email and Other E-communication...

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