effective e-Mail Writing如何有效的写好电子邮件.ppt

1、,Effective Business e-Mail Writing 如何有效的写好电子邮件,Introduction介绍,Not Just A Technology Change 不仅仅是一个技术的变革 A New Way Of Communicating and Sharing Information 全新的沟通和信息共享的方法,Yesterday昨天,Today今天,Introduction,Over 60 Million People Can be Reached Through Email. Its Usage is Doubling Every Year! 电子邮件可以联系六千多万

2、人。每年的使用量都在翻番,Introduction介绍,Email is a Powerful Communication Tool电子邮件是一个强大的沟通工具,Advantages of email 优点,It is Faster, within minutes 快 It is more Conversational, less formal and more chatty in style 像平时对话 It is easier to Reference, easily to forward, reply and save 容易备案,Purpose使用目的,Clearly Defined P

3、urpose明确的目的,Columnists write to entertain 专栏作家 用来写娱乐新闻 Biographers write to portray life传记作者用来写传记 Novelists write to tell a story 小说家用来写小说 Politicians write to win votes 政治家用来写竞选纲领赢得选票 Business writers write to 公司员工用来 Share 共享信息 Inform 通知 Discuss 讨论,If Writer doesnt have an Idea, Audience Wont eithe

4、r 如果作者没有清晰的想法，观众也不可能有,Purpose目的,Purpose - Reader Based Writing基于读者去写,Questions to Ask Yourself: 写之前要问自己以下问题 1. The Writers Prospective 你的期望 What do I want to reader to know 让读者知道什么？ What do I want to reader to do 让读者做什么？ What do I want to reader to feel 让读者感受什么？ 2. The Readers Prospective 读者的期望 What

5、 is this about 这封电子邮件是关于什么？ What do I need to do 我需要做什么？,Write from the Readers Perspective 从读者的角度写电子邮件,It is easy to read and track with scrollbars Break up the long paragraphs to only a few sentences, five lines is the upper limit.,Use Shorter Paragraphs使用短的段落,Use Shorter Sentences If Possible尽可能使

6、用短句,Write More “KISS”able Messages and Avoid MIS 多写让人能接受的信息，避免令人误解 的信息,Concise简明扼要,Shorter the sentences, higher the level of writing,Avoid Messy Format and Appearance 避免零乱的格式,ABC Rule: Accurate, Brief, Clear 准确，简洁，清楚,Concise简明扼要,“ A Sentence should contain no unnecessary words, a Paragraph no unnec

7、essary sentences.”,Avoid saying the same thing twice 避免相同的事前说两遍 Example: 例如 “Many uneducated people who have never attended school” 许多没有接受过教育的人，他们从来没有上过学,Be Concise - Short and to the Point 直达要点,Good rules to follow:一些好的方法 Use bullets, single sentence paragraph 使用分段符号，一句话一段 Keep everything on one “p

8、age”, less than 25 lines of text 只写一页，文字少于25行 If too long and complicated, break it up into sections or pick up the phone, do T-cons如果太长，分段写或者电话联系,I am writing to inform you that I am unfortunately unable to accept your invitation on this particular occasion Unfortunately I cannot accept your invita

9、tion,Practice, Practice and Practice 练习，练习再练习,Examples例子:,Should you need any further information please do not hesitate to contact me Please contact me if you have any questions,Concise简明扼要,Organizing Long emails 组织长的电子邮件,Organize 组织,1. Impose an apparent order by 通过逻辑，流程和顺序排练写作次序 Logic, Flow or Se

10、quence 2. Organize according to your purpose 通过你的目的组织 Example: Purpose, Action, Support, Summary, etc 例如：目的，行动计划，需要的支持，总结等 3. Express main ideas first - “Bottom Line” 首先表达主要的观点 4. Group similar ideas - Avoid bouncing topics around Use Headlines for each section 把相似的观点组织到一起,A person who can group ide

11、as is a writer! 能够组织观点的人是作家！,Connecting with Your Audience,Managers: Top Level Summary or Highlights dont use Jargon 经理：关键的总结就可以了，不要用行话 Technical Engineers: Details and Precise 技术人员：详细准确 Mix Audience: Brief Summary with Details Attached 混合观众：简明总结加上详细介绍附件,If You Can Match Their Style It Helps You Com

12、municate Better 如果你能适合他们的风格，有利于你更好的交流,Connect Audience联系观众,Example - Weekly Highlights 例如：每周亮点汇报,SMART Subject Lines or “Headers”精确的主题行,Purpose of the message 目的 Actions required 行动 Begin with a signal word: agenda for, highlights of, request for 用一些简单的话开始：XXX议事日程；XXX亮点汇报；XXX的要求,A Good Subject Line

13、Helps to Classify a Message A Bad Subject Line Worse Than Useless !,Subject Lines主题行,Effective Beginnings,Provide a clear indication of the message contents Specific, Meaningful, Appropriate, Relevant, Thoughtful 具体的，有意思的，合适的，相关的，贴切的,Urgent !,Be Polite and Respectful,Remember the people on the recei

14、ving end of the message 记住收信人的感受 Facts and Situation, not emotional and negative 以事实说话，不要感情化和用负面的语言 Do not respond immediately when an e-mail makes you angry 当收到一封使你很生气的邮件，不要立即回复 Begin, like a phone call or letter, always addressing the person by name 开头写上姓名 Adopt a positive attitude and avoid irrit

15、ating expressions 采取积极的态度，避免使人愤怒的表达方式,“Treat People The Way You Want to Be Treated” “己所不欲，勿施于人”,Polite & Respectful礼貌和尊重,We cannot do anything about your problem. Try to call a technician. 关于这个问题，我帮不上忙。你试试技术人员。 I am sorry that we cannot help with this problem. I think the technician would be better

16、able to help you. 很遗憾关于这个问题我不能帮上忙。我想技术人员能更好的帮助你。,Practice, Practice and Practice ! 练习，练习再练习！,Examples例如:,Your interview will be held on Wednesday, March 2 at 1400 hour. 你的面试安排在3月2日，星期三下午两点钟。 I hope you can attend an interview on Wednesday, March 2 at 2pm. 我希望您能参加3月2日，星期三下午两点钟的面试。,Polite & Respectful

17、礼貌和尊重,Forwarding and Replying转寄和回复,Forward with Caution, ensure contents and audience 邮件要小心转寄，确保合适的内容到合适观众 Conscious on Privacy and confidential information 私人和机要信息要小心处置 Forward with brief introduction, what you expect the receiver to do with it 转寄时要加上一些简要的说明 Address & Copy only to needed individual

18、s “Do not Reply to all unless all need to know”不要发给不相关的人 Do not send/forward/reply large attachments to a large e-mail list. Zip the files if you can 大文件要压缩后再发,Dont Reply to The Whole World ! 不要发给“全世界”！,Mail Handling邮件的处理,Keys: Be Efficient and Effective 关键在于有效果和有效率,Basic Email Types基本的邮件形式,Elements

19、 for Information信息元素,Always Be Prepared Before the Events 有备无患,Date 日期 Time and Length 时间和长度 Place 地点 Agenda 议程 Preparation 准备 Direction 如何到达 (if Needed),Information信息,Always read your own outgoing messages at lease once: 发邮件前至少读一遍： logic build in, data support your points 逻辑性，用数据说话 state action and response expected (e.g help needed) 陈述需要的行动 positive approach deliver negative mes