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Evaluating an Email

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.

This activity is important because you'll send and receive tens of thousands of emails during your career. As you apply principles for effective emails, you'll save time and work much more smoothly with others.

The goal of this activity is to demonstrate your understanding of effective and ineffective aspects of emails.

Read the case below and answer the questions that follow.

$(1)$ SUBJECT: Make Sure Jim is Doing Weil 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$\text{'}$m traveling right now with just my laptop and I$\text{'}$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, $1$ Will outline new principles and guidelines for team assignments that we will gradually implement over a six to ten month time neriod in order to slowlv hut surelv reinforse new wavs of collahoratinn and net the most out of teams