E-mail

Any comments? Send them to my e-mail dam812001@yahoo.co.uk Good luck and all the best….bye

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 For interesting site on e-mail, check out Mary Houton-Kemp’s Everything E-mail at www.everythingemail.net

 

7 deadly sins of working with e-mail

 

1 An error in the address (Salah alamat)

2 You sometimes wish you could backtrack after sending a message, but it’s too late (Terkadang Anda ingin menarik pesan tapi terlambat)

3 You are frequently interrupted with a constant flow of e-mails. (Kerapkali Anda disela oleh arus e-mail yang terus-menerus)

4 You have sometimes sent via e-mail when you know a phone call would have been better. (Terkadang Anda tahu menelpon lebih baik)

5 You haven’t deleted any messages for a long time. (Sudah lama tidak menghapus pesan-pesan Anda)

6 You have sent confidential messages via e-mail, which you have later regretted. (Anda mengirim pesan rahasia lewat e-mail, lalu menyesal)

7 You sometimes send messages off quickly without a greeting or a sign-off, and without checking through for good grammar, spelling and punctuation. (Terkadang Anda mengirim pesan dengan tergesa-gesa tanpa ucapan salam atau penutup, dan tanpa memeriksa tata bahasa, ejaan, dan tanda baca sudah benar.)

 

The weakest link in your e-mail

1 Wrong time and date (No precise time and date on computer setting)

2 Vague subject line, but use a SMART subject line:

Specific; Meaningful; Appropriate; Relevant; Thoughtful (Mendalam)

3 No greeting and no sign-off

4 Poor formatting; but use a blank space between paragraphs

5 Vague messages

6 Hunting for the response; but use 3R (Readers; Response; Results)

7 Unfriendly tone

8 CC to the whole world

9 Bad grammar, spelling and punctuation

How can you make e-mail work for you?

1 Turn off the instant messaging system

2 Don’t feel obliged to give a detailed reply

3 Send a cc to those who need to know, not to everyone you know

4 Set up filters on your e-mail system

5 Don’t panic – you can always pick up the phone

 

Bandingkan kedua e-mail di bawah ini dan putuskan yang mana menurut Anda memberi kesan dan menciptakan hubungan baik.

Dear John Thanks for your e-mail. I’m glad your complaint has been sorted out. Please let me know if you need further assistance. Regards Mary Tan

Hi John Thanks for you e-mail. I’m really pleased that we have been able to find a solution to this problem. Good luck with future progress. I’ll be there when you decide on how we can help you again. Mary

 

Creating electronic rapport

1 Lead the reader into the message with warm and friendly openings, such as:

1. Thanks for lunch last week. It gave us a good opportunity to learn more about your new project, which sounds very interesting.

2. I am glad we were able to speak on the telephone this morning. It was good to clarify this issue.

3. Thanks for calling me today. It made a nice change to speak to a real person for once instead of always using e-mails.

4. Your news today is interesting – it sounds like you’ve been working really hard to ensure the success of this project.

2 Show emotions through empathy, such as:

1. I’ll be pleased to help you sort out this problem.

2. I appreciate your understanding in trying to resolve this issue.

3. I hope I can shed some light on this problem very soon.

4. I see what you mean and can appreciate your concern.

5. This has shown me a clearer perspective and I can see a true picture now.

3 Use a visual language within phrases like:

1. I can see what you mean.

2. This is all quite clear to me now.

3. This will now enable us to focus on our mutual goals.

4. Your suggestions look good.

 

Netiquette

 

Never think you’re talking to a computer!

Ensure you follow the rules of good writing.

Take off the caps lock. DON’T SHOUT!

Informality is OK in e-mails.

Question your subject heading.

Use short sentences and short paragraphs.

Enumerate with numbers or bullets.

Tidy up long sentences.

Take a pride in your finished message.

Ensure everything is right before you hit ‘send’.