Evaluating an Email continues to be the most common type of written communication in most businesses. You can follow a variety of principles to use it effectively: (1) use it for the right purposes; (2) ensure ease of reading; (3) show respect for others' time; (4) protect the privacy and confidentiality of others; (5) respond promptly; (6) maintain professionalism and appropriate formality; (7); manage emotion effectively; and (8) avoid distractions. Typically, as you write an email message, you should do the following: (1) provide a short, descriptive subject line; (2) use greetings and closings effectively; (3) keep your message brief yet complete; (4) clearly identify expected actions; (5) provide a descriptive and professional signature block; and (6) use attachments wisely. Read the case below and answer the questions that follow.
(1) SUBJECT: Make Sure Jim is Doing Well Emotionally; Please Send Me Files about Personnel Policies (2) Hi, (3) I just talked to Jim by phone. He's having a real rough time fitting in with his new team. I think part of the problem is he's going through a divorce right now, so let's make sure we really take care of him during the next few weeks. He's been a loyal employee for so many years that we owe it to him to support him in this time of need. One of Jim's strengths is he's a very sensitive, emotional person. With all that's going on his life right now, this emotional side of his is really draining and even dysfunctional for him. So, please talk to several members of his team and make sure they're supportive. (4) Also, I can't seem to find some of files that I sent you last month. Part of the problem is I'm traveling right now with just my laptop and I'm a bit less organized than usual. Can you send me all the files I've sent about new personnel policies? Thanks a lot. (5) Also, I've been thinking a lot about new ways of reorganizing our teams so that we're getting the most value added based on employee strengths and complementarities. We seem to set up our teams so much based on individual performance evaluations but rarely if ever contemplate the appropriate mix of personalities and complementary skill sets to really foster innovation in a way that drives value for the company. In the next month, I will outline new principles and guidelines for team assignments that we will gradually implement over a six to ten month time period in order to slowly but surely reinforce new ways of collaborating and get the most out of teams. The ROI for this new team approach will be demonstrable in a variety of metrics. (6) Thanks for all your good work. See you in a week when I get back. In the meantime, please send my best wishes to everyone on the team and others you see in the office. This is a really important time for all to stick together and focus on supporting one another. Enjoy your week! Steve (7) Steve Goldstein Business Development 1st VP FCT Industries
1. What is the primary problem with line 1? This subject line contains information that is not appropriate for emails. The subject line is not descriptive enough. The subject line is not clear enough about expectations. The subject line is difficult to understand.
2. What is the primary problem with line 2? The greeting is not personable. Emails should not include a greeting. "Hi" is too casual for emails.
3. What is the primary problem with the paragraph that begins with the number 3? This information is too private and confidential for an email. The paragraph is difficult to understand. Email is not appropriate for delegating work.
4. What is the primary problem with the paragraph that begins with the number 4? This shows disrespect for the message recipient's time. The paragraph is difficult to read. This information is too private and confidential for an email. Email is not appropriate for delegating work.