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|Practicing spoken English|
When information needs to be disseminated quickly, there’s no better way than by email. Unfortunately, with the benefit of speed come some problems that aren’t always predictable unless employees are forewarned. This course is designed to help employees know the appropriate use of the Internet while at work as well as behaviors they must vigorously avoid.
At the program’s conclusion, participants should be able to:
1. Explain instances when sending email is necessary and appropriate.
2. Identify occasions when sending or retrieving email is unacceptable.
3. Understand items they should never send electronically from their workplace.
4. Create an email subject line that accurately describes the content of the message.
5. State and avoid the most common mistakes people make in business writing.
6. Consider the visual components that enhance an email message and make for easy reading.
7. Determine who should and should not receive copies of emails.
8. Know what to do when emails misfire and reach the wrong people.
9. Develop a personal action plan to improve their email skills at work.
The following outline highlights some of the course’s key learning points.
In this opening discussion, the instructor will engage participants in exercises designed to measure their knowledge of both what and when to send emails at work. They will gain a clear understanding of circumstances that require formal written communication rather than email, and they will know the kinds of items they must never send electronically–on or off the job–without the risk of serious consequences.
In this second unit, participants will learn the importance of providing a subject line that clearly and accurately reflects the content of the email message. Like any other piece of business writing, a business email should present the “bottom line” immediately. One of the benefits of using email is that it enables the writer to succinctly state the purpose from the outset. Participants will have ample opportunity to practice developing fitting subject lines based on the content of email samples they will receive from the instructor.
Even if it’s an email message, electronic business writing must still adhere to the same standards established for hardcopy writing. In this portion of the training, participants will review the most common writing mistakes that find their way into business writing. Of even greater value, they will find out how to avoid these mistakes in their own writing.
Emails pose a unique set of problems for writers from a spatial standpoint. Already much smaller than the surface of the computer’s display screen, the email message window is limiting in its very design. In this segment, participants will learn how to gauge sentence and paragraph length for the purpose of aiding the reader and getting information transmitted in a visually appealing way. They will also learn how to use the graphic tools available online to make their messages look as professional as possible.
Fast is fine, but email must still be re-read and revised before it is sent. In this unit, participants will learn that features such as spelling and grammar checks are great tools, but they are not 100% foolproof. The instructor will show them basic proofreading and editing techniques to use with email messages so that errors can be corrected before it is too late.
Because email is fast, it lacks the advantage of giving the writer time to reconsider once the message zips through cyberspace. There are also occasions when the wrong recipient receives a message. In this part of the course, participants will learn that there are measures they can take to offset the problems created by rogue emails.
In this final lesson, participants will design a personal action plan for improving their email skills. Serving as a ready reference, these individualized lists will assist them as they prepare business correspondence that reflects positively on them and their organizations.
At the program’s conclusion, participants will know the occasions when email is appropriate for business communication and when it is not acceptable. They will understand the importance of using a subject line as a purpose statement. They will also know the most common writing errors and how to avoid them in their own work. Finally, they will demonstrate their awareness of how to prepare visually appealing email that is easy to read and professional in its appearance.