JAS•USA email etiquette

transcript

Email Management and Etiquette TrainingJAS Forwarding (USA), Inc.

Email Management and Etiquette

✴ The ABC’s on writing a professional email

✴ The ABC’s on writing a professional email✴ Accuracy : Check your facts!

✴ The ABC’s on writing a professional email✴ Accuracy : Check your facts!✴ Brevity : Be concise but complete.

✴ The ABC’s on writing a professional email✴ Accuracy : Check your facts!✴ Brevity : Be concise but complete.✴ Clarity : Your message should be understandable to

the recipient(s).

✴ Use spell check and proofread your emails

✴ Use spell check and proofread your emails✴ Use proper structure and layout

✴ Use spell check and proofread your emails✴ Use proper structure and layout✴ Avoid using all caps

✴ Use spell check and proofread your emails✴ Use proper structure and layout✴ Avoid using all caps✴ Be careful with the use of abbreviations and

emoticons

✴ Use informative subject headings

✴ Use informative subject headings✴ “RE:RE:FW:FW…” is not informative nor attractive

✴ Only reply with attachments when necessary

✴ Only reply with attachments when necessary✴ Do not use email as an excuse to avoid personal

contact

✴ Avoid sending multiple email reminders.

✴ Avoid sending multiple email reminders. ✴ Save emails only when they are record-worthy

✴ If you addressed an issue by replying to it, it will automatically be in your sent folder.

✴ Use of memory space is a cost to the company

✴ Your jasusa.com email account is owned by the corporation

✴ Your jasusa.com email account is owned by the corporation✴ Your email communications should be conducted in a

professional manner; they are not just visible to the person you send them to

✴ Your jasusa.com email account is owned by the corporation✴ Your email communications should be conducted in a

professional manner; they are not just visible to the person you send them to

✴ Use your jasusa.com email for work only

✴ Use the 2 Minute Rule

✴ Use the 2 Minute Rule ✴ Address the emails that take less than 2 minutes first

✴ Manage your emails with 4Ds

✴ Manage your emails with 4Ds✴ Do it

✴ Manage your emails with 4Ds✴ Do it✴ Defer it

✴ Manage your emails with 4Ds✴ Do it✴ Defer it✴ Delegate it

✴ Manage your emails with 4Ds✴ Do it✴ Defer it✴ Delegate it✴ Delete it

✴ Respond to your emails in a timely manner

✴ Respond to your emails in a timely manner✴ Be mindful of time zone differences. i.e.- U.S., Europe,

Far-East.

Far-East.✴ Make sure to review all message in your inbox before

the end of the day

Far-East.✴ Make sure to review all message in your inbox before

the end of the day✴ Provide the kind of assistance you would like to

✴ DO NOT engage in flame mail

✴ DO NOT engage in flame mail✴ If an email upsets you, don’t respond right away.

✴Collect your thoughts and respond with facts only.

✴Collect your thoughts and respond with facts only.✴ Don’t write anything you wouldn’t say in public.

✴ Be mindful of using Reply to All

✴ Be mindful of using Reply to All ✴ DO NOT use Reply to All for uninformative messages

such as “Thank you!” or “Noted.”

such as “Thank you!” or “Noted.”✴ Review and consider if all recipients need the

information from your response.

such as “Thank you!” or “Noted.”✴ Review and consider if all recipients need the

information from your response.✴ When in doubt, simply avoid using Reply to All

✴ “To”: Who you expect follow up action from

✴ “To”: Who you expect follow up action from✴ “Cc”: Who you would like to make aware of the

content, but no action required

content, but no action required✴ Non-JAS personnel should NEVER be copied in our

internal communication.

content, but no action required✴ Non-JAS personnel should NEVER be copied in our

internal communication. ✴ Be mindful of copying top executives.

✴ Out of the office messages

✴ Out of the office messages✴ Be specific!

✴ Use actual date and time

✴ Use actual date and time✴ Alternative contact(s) for urgent matters

✴ Use actual date and time✴ Alternative contact(s) for urgent matters✴ Operations Departments:

✴Use E-mail Rule to forward all messages

✴Use E-mail Rule to forward all messages✴“Your request has been forwarded to XXX and he/she will get back to you shortly”.

This message and any attachment is intended solely for the addressee(s) and may contain confidential and/or privileged information and/or information protected by intellectual property rights. If you are not the named addressee, you are notified that disclosing, copying, distributing or taking any action on the basis of the content of this information is strictly prohibited. If you have received this message by error, please notify the sender immediately and delete the message from your system. Email transmission cannot be guaranteed to be secure or error free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message, which arise as a result of email transmission. Any views or opinions expressed in this message are those of the author and do not necessarily represent those of JAS Worldwide S.a.r.l, JAS Worldwide Management Inc, or any of its affiliates.

✴ Make sure to include your email signature and the company confidentiality disclaimer in ALL correspondences. This is imperative.

[Your name]

[Your name][Your title]

[Your name][Your title]JAS Forwarding (USA), Inc.

[Your name][Your title]JAS Forwarding (USA), Inc.[Your office mailing address]

[Your name][Your title]JAS Forwarding (USA), Inc.[Your office mailing address]Tel: +1 (XXX) XXX-XXXX

[Your name][Your title]JAS Forwarding (USA), Inc.[Your office mailing address]Tel: +1 (XXX) XXX-XXXXFax: +1 (XXX) XXX-XXXX

[Your name][Your title]JAS Forwarding (USA), Inc.[Your office mailing address]Tel: +1 (XXX) XXX-XXXXFax: +1 (XXX) XXX-XXXXEmail: XXXXX@jasusa.com

[Your name][Your title]JAS Forwarding (USA), Inc.[Your office mailing address]Tel: +1 (XXX) XXX-XXXXFax: +1 (XXX) XXX-XXXXEmail: XXXXX@jasusa.com Website: http://www.jas.comThis message and any attachment is intended solely for the addressee(s) and may contain confidential and/or privileged information and/or information protected by intellectual property rights. If you are not the named addressee, you are notified that disclosing, copying, distributing or taking any action on the basis of the content of this information is strictly prohibited. If you have received this message by error, please notify the sender immediately and delete the message from your system. Email transmission cannot be guaranteed to be secure or error free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message, which arise as a result of email transmission. Any views or opinions expressed in this message are those of the author and do not necessarily represent those of JAS Worldwide S.a.r.l, JAS Worldwide Management Inc, or any of its affiliates.

✴ When sending an email from a mobile device, a full signature is not required.

✴ When sending an email from a mobile device, a full signature is not required.✴ Your full name

✴ When sending an email from a mobile device, a full signature is not required.✴ Your full name✴ JAS Forwarding (USA), Inc.

✴ When sending an email from a mobile device, a full signature is not required.✴ Your full name✴ JAS Forwarding (USA), Inc.✴ “Sent From My iPhone / iPad / Blackberry /

Smartphone”

✴ When sending an email from a mobile device, a full signature is not required.✴ Your full name✴ JAS Forwarding (USA), Inc.✴ “Sent From My iPhone / iPad / Blackberry /

Smartphone”✴ Avoid sending professional emails to a client or

Thank you for your attention!

JAS•USA email etiquette

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