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Welcome to
ManagerialCommunications
Presenter: Prof. Rajsee Joshi
N.R. Institute of Business Management
GLS Institute of Computer Technology - MBAhk
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Topic Covered
Smart Email
Presenting Your Mail
Email Etiquette
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Electronic
communication hasbecome one of themost effective ways ofdoing business. How
well e-mail messagesare written, influencethe success or failureof your company.
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Jeopardize you own and
your companys reputation;
Give management and co-workers a bad impression.
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Safety First!!
Look Where Youre SendingYour Mail: The Cyber Postman isnot so Intelligent
Dont Mix Business with
Pleasure; Have a Separate Web-Based Mailbox for Personal Mail
www is a Glass House; Your
Mail isnt as Private as you think
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Presenting Your Mail
Invest in the Subject Line: GiveYour Mail a Smart Heading
Small is Beautiful. Keep it short
Dont Attach Unwelcome Files to
Your Mail
Mind Your Language; Bad
Grammar and Spelling Can be
Fatal
Hold Back Angry Outbursts
Flaunt Your Mails Vital
Statistics
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Small is Beautiful. Keep it Short:Reading from the monitor is harder andslower than reading from a printout of
the same text. Reasons:1. Desktop monitors are no match to
paper resolution
2. One has to sit in a fixed position to
read3. Even after maximizing, the total text
you can read at a time is severely
limited
Receiving emails is exciting when you
Presenting Your MailCont
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Managing Your Mail Box
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Dont Attach Unwelcome Files to Your Mail:Attachments may be unwelcome because therecipients cannot open them for want of
requisite application software Might not be appreciable if they are too heavy
in size
Or the fear of Viruses
When you are sending an attachment tell yourrespondent what the name of the file is, whatprogram it is saved in, and the version of theprogram.
This file is in MSWord 2000 under the nameLabFile.
Presenting Your MailCont
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Bad Grammar and Spelling can be Fatal:Countless Mails that flash across the globeare unclear and inconsiderate to their readers
They generate even more mails seekingclarification or explaining earlier mails
A common problem is an expression likeMeeting is at 3.00 pm on Friday, November
27, 2010 Hold Back Angry Outbursts: Sleep over your
Flaunt Your Mails Vital Statistics: It is vital
that the ideas come in the right order .
Presenting Your MailCont
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Each paragraph should contain one idea;
Paragraphs should be short;
Use transitions(in addition, first, second, third, finally,similarly, in conclusion, etc.).
Best ways to construct a paragra
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Be specific
Use a natural tone
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Plain Common-Sense &Etiquette
Dont Cry Wolf Too Often; No one May Take
You Seriously When the Wolf Comes
Dont Burn Down Your Hut to Kill the Mice.
Avoid Private Short Cuts Dont Slap Mails on People Who Dont Need
Them
When Your Mails Fail, Try Smarter, Not Harder
Dont Hide Behind Your Mail
Dont take your reader by Surprise!
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Dont Cry Wolf Too Often:Dont try to makethe mail look important by overdoing thestandard means of highlighting. Avoid using
Upper Case throughout the mail Avoid Private Short Cuts: Trouble starts when
a writer uses his own short forms in mail
TMRW, BTW, WRT, RGDS, MSGS, OTOH
Falling in the same categories of mysteriousacronyms are smileys or emoticons
, :-< , :-0
Plain Common-Sense &Etiquette
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Dont Slap Mails on People Who Dont Need
Them: Sending copies to a few hundredpeople requires just a mouse-click or two. It is
also inexpensive. But dont copy your mails toeveryone on your mailing list
Dont Hide Behind Your Mails: If thingsbecome very heated, a lot of
misunderstanding occurs, or when you aredelivering very delicate news then the bestway is still face-to face.
Plain Common-Sense &Etiquette
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When Your Mails Fail, TrySmarter, Not Harder:
When 2 or 3 mails go without any
response or evenacknowledgement, it is obviousthere is something wrong.
Whatever the reason, sendingmore or longer or angrier mails is
not the way out There are times when you need to
take your discussion out of thevirtual world and make a phone
call.
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Do not take your reader by
surprise or press them to thewall
Do not wait until the
end of the day tointroduce a problem orconcern via memo oremail.
Avoid writing concernsthat you have beenharboring for a longperiod of time.
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Study the list and chose the
sentence that doesnt containvague words or phrases.
A. Anticipate recipients reactions before
constructing your e-mail message.B. To some extend, you should consider your
recipient before constructing your e-mailmessage.
C. It is generally a good idea to consider yourrecipient before constructing your e-mail
message.D. It seems that it is best to anticipate recipient
reactions before constructing your e-mail
message.
Solution: A
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Choose the sentence in which theword affect or effect is used
correctlyA. The tone of your writing can effect how a
recipient perceives your e-mail message.B. How you construct your e-mail message may
effect how you are perceived.C. How you construct your email message may
affect recipient reaction.D. The affect your e-mail message has on yourrecipient may be determined by how youconstruct it.
Solution: C
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Select the sentence that usescommas correctly.
A. He wrote the e-mail message but, he forgot to
include a greeting.B. He wrote the e-mail message, he forgot to
include a greeting.C. He wrote the e-mail message, but he forgot to
include a greeting.
Solution: C
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Thank You