Internal news
Use eMail effectively
Thursday - 06/10/2016 14:23
TRAINING & COACHING
Use eMail effectively
Email was introduced to Vietnam in the early 90s of last century and now it has become a useful tool for work and life in general. It is a disadvantage for those who do not use email! At work, not using email is like accepting a piece in a game. If you accept the English chess pieces, it will be difficult for work in the city.
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Ø Email helps to communicate quickly and accurately in a very small cost. Ø Email helps ease meetings.
Ø Email reduces the impact of geographical distance.
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1.First is to send the eMail "To:"
To: To the person (s) you want them to know the content of and perform and respond to.
Cc: To the person (s) I just want them to know the content of.
- At this first stage, there was also a mistake. Many people are quite comfortable putting recipients' names in the "To:" box, leading to rampant email sending to unnecessary recipients and more likely the emails to go unread. When you want a real "To:" (want real information to that person), the email is still not read because "probably has nothing to do with you", which often receives irrelevant emails from the same sender .
- Also, do not "Cc:" indiscriminately to let everyone know that you use email.
2. Receive and process eMail
Most people answer when they receive phone calls from acquaintances, but many people do not respond to emails sent to them (excluding emails, SMS, advertising phones, which are often referred to as "spam"). .
Don't just stop at "check email". Check is to see if there is any email coming, skimming it and then leaving it. Be aware that DO (perform) email, handle email, not just read it briefly.
When receiving an email with the recipient's name in the box "To:", the recipient needs to reply to this email. In some people "Because I write badly so I am afraid to answer emails", do I need to be good at writing when answering:
I have received the information.
I agree / disagree.
I will reply / execute at ...
Emails should be checked and DO at least once per working session for VP and within one working day for projects. This means emails must be answered within 24 hours.
There are two types of email handling.
- Read through one at a time and mark the urgency of each email to process in order
- It is better to read sequentially which emails handle that email until the emails are gone.
The email requires complex processing, it can be worked many times to get more complete information, avoid errors, ... but it is imperative to start processing as soon as reading it. Absolutely not "too complicated, slowly handle it later".
Need to systematically archive emails by folders. It can be by project, customer, sender, .. to quickly find it when you need to read it again.
Need to systematically archive emails by folders. It can be by project, customer, sender, .. to quickly find it when you need to read it again.
3. Structuring a Mail
Just like a letter or a writing exercise that was learned as a child, a regular email also needs to have 'Opening - body - conclusion'. Except for letters that are representative or introductory, everyday emails should be minimalistic literature with more than bullets to clarify the content.
Read it again before sending it to correct spelling mistakes, and it is essential that you clarify the ideas before sending an email.
If you write a formal email, you should do another few minutes and then read it again to refine your literature for better and have a better sense of the reader.
A fun example of a short email with all three parts.
Hello Mr. A,
The statue of the grandmother on order number 999 has finished leather.
In terms of finishing we recommend the following coloring:
- Ears: red
- Nose: purple
- Blue eyes
If you don't mean anything else, we'll start coloring tomorrow.
Looking forward to receiving your comments.
Best regards,
Husband’s Services
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In addition we also need to pay extra attention in writing eMail
4. Subject
When exchanging about the same work content, it is advisable to keep the current title for easy searching and tracking. When changing another subject, it is easy for our email to be missed by the reader because when searching, we only pay attention to the original Subject.
Contrary to changing Subject, many people leave the same email and subject, just reply or forward for completely new content. This also makes our email easy to forget because it is difficult for readers to find emails when the subject and content are completely different.
For a Company with many projects, one person can work on many projects, so placing a Subject starting with a project code, of the job for easy searching is also productive higher in labor.
Example Subject:
FPNRC: Warranty guarantee
CKNWT: MA No 28 – Rebar for tank 1
CGMP4: Warehouse report in May
Admin: Daily reminder of human resources report
5. Attached
Similar to sending paper documents requires a Document Transmittal (Document Transmittal). When the email has attachments, it is necessary to list the file so that the recipient can easily follow it and the sender can also check to make sure the files he sent are correct.
Example:
--------------------------------------------------------------
Dear Mr. Kim,
Attachments are document of consultant who are able to do consultant works and authority works.
Full name: Dong Nai Construction Quality Control Center.
Files are
- Introduction
- ISO certificate
- Draft Quotation for 2 options
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6. Capacity
In the workplace, email is used as an important tool for exchanging information with each other. The size of the email will increase by about 1/3 during sending over the Internet, controlling the size when sending mail is very necessary, usually the problem lies with the attachment, an email has no attachments. about 4KB or less, including attachments, it is only under 1MB if we use it effectively.
Attached file here we divided into 2 types are image files and other files:
- Image file type: an image takes up a lot of space does not transmit more information, to reduce the size we just need to adjust the lowest quality when taking a picture (low resolution) or use a tool to Resize in the Manager Picture of MS Office, Paint, or soft on the phone (Ex: app Image Resizer + by Apple). Photo mode suitable when sending mail is about 300kB, 600x400 pixels.
- Other files: usually a virus or with a new error to increase capacity, in this case use an anti-virus software or refresh a new file by copying each part of the old file to control the error of the file to another file to save. .
- Large attachments should be uploaded to Cloud such as box.com, Google Drive, ... and send a link so that the recipient's mail meeting is not full and will reduce the download time of email.
So if the 1,000MB mail box contains up to 250,000 emails with no attachments or link attachments, more than 1,000 emails have attachments of about 1MB.
Building this habit makes things smoother, sending emails will be lighter and transfer faster, much more convenient for work when there are no longer waiting times or having trouble when the Internet is unexpectedly slow, both Mail senders and recipients will interact faster despite heavy workload and network malfunctions.
7. Sender's name and signature
Just like a letter, email needs to let the recipient immediately see where this email is coming from. So for work email, it is necessary to set the sender name with full company name, personal name, title, ..
Full Name:
Ngu Thuong – Nguyen Van ABC – Construction Manager (abc@nguthuong.com),
can be succinct:
Ngu Thuong –ABC- CM.
Full signature is essential in official emails.
Sample signature:
Nguyen Van ABC
XYZ Project - Construction Manager
A full signature is not required in internal emails.
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Wish everyone enjoy using eMail and pay attention to improve working skills.
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