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Top 11 workplace email etiquette rules to follow

 
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Dołączył: 31 Lip 2021
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PostWysłany: Pon Paź 11, 2021 5:20 am    Temat postu: Top 11 workplace email etiquette rules to follow Odpowiedz z cytatem

1. Send email at the right time
The first thing that employees of small office rental businesses need to remember is not to compose or send emails while in negative emotions such as: sad, angry, frustrated, depressed, etc… Because at times like this, bad moods will definitely have a huge impact on the tone of the email and the reader can completely feel it.

Besides, you should send emails between 8-9am. This is the start of a new work day and people usually check their emails at this time. At the same time, the rate that you receive an email response will also be faster.

2. Be sure that your email address is of a professional nature
Using a professional email address is an important part of good email etiquette. If you are responding to an email within your organization, you should always use the email address provided to you by your company. This helps businesses using the small-area office rental service become professional and bring a sense of trust to email recipients.

However, if you are working independently as a freelancer, you should choose a clear and serious email address that can follow the structure: firstname@domain.tld, lastname.firstname@domain.tld, etc…

In addition, if you are responding to professional emails outside of work, create a professional email that includes your name so that recipients can easily see who is sending the email.

3. Include a clear, direct subject line
Your subject line should be descriptive and relatively short. Ideally, it should give the recipient a good idea whether they want to open your message. Someone says: "People often decide whether to open an email based on the subject line”, so “Choose one that lets readers know you are addressing their concerns or business issues.” In short, a letter sent needs to avoid vague subject lines.

If the outgoing email represents an organization, the name of the business or company should be included in the first section to make it easier for readers to recognize.

4. Concise content
Compose email content as concisely as possible to help businesses working in small office spaces show professionalism and efficiency. Just focus on the heart of the problem to be conveyed, not rambling or lengthy,... unless the email is used to state the cause or explain the incident.

5. Use professional salutations
When writing professional emails, don't use laid-back, colloquial expressions like, "Hey you guys," "Yo," or "Hi folks." You need to pick a greeting which can be formal or informal, depending on whom you’re emailing and what your relationship is like. Most of the time, a casual salutation is appropriate. You’ll set a friendly, easygoing tone and communicate confidence.

Casual email greetings incluse:

Hi
Hey
Hey/hi there
Good [morning, afternoon]
[Name]
Formal email greetings include:

Dear [first name]
Dear Mr./Ms. [last name]
And which ones should you never use (not even as a joke)?

Yo: Too informal
Hey!: Too intimate and eager
[Name]!: Too off-putting
To whom it may concern: Too impersonal
Dear sir or madam: Too stiff
Hi friend: Too creepy
Gentlemen: Too old-fashioned
All: Too cold
In particular, do not use provocative language such as: "You have to...", "I don't understand why you are...", "I'm sure you will agree with…” Such sentences indicate failure in communication. Also, avoid using unequivocally negative words ("failure," "wrong," "neglected"), and always say "please" and "thank you."

Besides, you should also follow the standard rules of punctuation and capitalization in text editing. For business correspondence, keep your fonts, colors, and sizes classic. The cardinal rule: your emails should be easy for other people to read.

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6. Use reasonable personal pronouns
If employees at the small office are sending emails on behalf of their entire business or company, they should use a personal pronoun like “we”. If you are an individual sending emails, use "I" to show formality.

It’s important to keep a professional tone in your professionally-oriented emails is another important component of good email etiquette. Even if you know the person well, you should strive to remain as professional as possible when corresponding in a business-related capacity. Avoid abbreviated phrases or overly casual language.

7. Present professional text
Those who are using the small-area office rental service should be proficient in how to present in the palm of their hand to attract and show professionalism. There are no specific or definite guidelines for formatting, but you can refer to the following suggestions: bold the salutation (Dear), company name, recipient; capitalize and highlight the key information you want customers to pay attention to, italicize specialized phrases, etc…

Do not forget to space the paragraphs properly, avoid writing long and dense words that make readers feel unsympathetic as soon as they open the article.

8. Perfect your email signature
Signature is the place to leave contact information about the sender. Show the really necessary and accurate information there so that the other party can be contacted when needed. Keeping in mind less is definitely more, yours should be relatively small, simple, and restrained. Stick to your name, job title, LinkedIn URL and/or company website, and phone number.

9. Proofread your email before hitting "send"
A few minor spelling errors also make the recipient consider you sloppy and unprofessional. Before sending any professional email, you should always proofread the email at least once to make sure it is correct and includes all necessary information.

Also, don't rely too much on automatic spell checking on your computer. Instead, take a moment to read and reread it carefully and check for errors a few times, preferably aloud, before deciding to hit the “send” button.

In other words, proofreading your emails can prevent both spelling and grammar errors as well as the need to send a follow-up email due to missing information in the original email.

10. Add the email address last
Employees working at a small office space certainly don't want to send an email accidentally before you have finished writing and proofing the message.

Therefore, it’s better to form the habit of entering email addresses after completing the draft. In addition, even when you are replying to a message, it's a good precaution to delete the recipient's address and insert it only when you are sure the message is ready to be sent.

11. Some other rules to remember
Respond in a timely manner - 48h rule: You must reply back within 48 hours of receiving someone's email.

Do not send “last minute emails”: If you want to ask a colleague to solve a problem at a specific time, just send them an email asking for it 3-4 hours before the deadline. Don't send in close to the deadline because this makes them feel like they are being ordered and therefore will be difficult to complete.

Forward email: When you want to forward email, you should get the consent of the email owner.

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The above are extremely useful rules for employees working in a small office rental environment. Always keep these things in mind before you send another message so that people see you as a professional, thorough and value everything in your work.
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