e-mail ! Most useful way of communication in respondents business.
Electronic mail (e-mail) is a store and forward method of composing, sending, storing, and receiving text messages, graphics, sound and video messages over electronic communication systems.
Email is now one of the fastest ways to gain or lose potential customers because of its ability to deliver information fast to an enormous amount of people. After sending an email you are no longer in control of the effects of the message and can only wait in suspense.
For example: an employee of your company started off his/her day in a bad mood. A potential customer emails them with a trivial question and they reply with a brash tone. Do you think that the recipient will use your company? On the Internet word travels fast. It takes me 3 minutes to send email to 50-100 people. Therefore your company can lose 100 current or potential customers with the brash email sent out by your employee. This can happen in a matter of minutes.
What's the difference between writing personal e-mails and business e-mails? Personal e-mails only represent you. Business e-mails, though, represent you and the company you work for. People who receive them not only form opinions about you but also about your company. So, business e-mails require careful writing, editing and proofreading.
Using Email Effectively:
Email is an effective means of communication for business and personal use but it also has some disadvantages.
Advantages are:
1. Email is effective in providing quick answers to yes and no, type questions.
2. Email is effective in finding the right person in an organization or company to answer your question.
3. Email is good to make appointments for busy people.
4. Email can distribute information quickly to many people for the time it takes to email one person.
The disadvantages are:
1. Email can become time consuming for answering complicated questions and misunderstandings can arise because cultural differences in the interpretation of certain words. The telephone is much better for providing detailed answers or if you feel that the question is not absolutely clear.
2. Email can compromise the security of an organization because sensitive information can be easily distributed accidentally or deliberately. Email should be entrusted to well trained and trusted staff members.
Email can become impersonal or misunderstood so consider these points:
1. Be concise and to the point.
2. Use proper spelling, grammar & punctuation.
3. Make it personal.
4. Use templates for frequently used responses.
5. Do not attach unnecessary files.
6. Use proper structure & layout.
7. Do not overuse the high priority option.
8. Do not write in CAPITALS.
9. Don't leave out the message thread.
10. Add disclaimers to your emails
11. Read the email before you send it.
12. Do not overuse Reply to All.
13. Mailings > use the Bcc: field or do a mail merge.
14. Take care with abbreviations and emoticons.
15. Be careful with formatting.
16. Take care with rich text and HTML messages.
17. Do not copy a message or attachment without permission.
18. Does not use email to discuss confidential information?
19. Use a meaningful subject.
20. Use active instead of passive.
21. Avoid using URGENT and IMPORTANT.
22. Avoid long sentences.
23. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
24. Don't forward virus hoaxes and chain letters.
25. Keep your language gender neutral.
26. Don't reply to spam.
27. Use cc: field sparingly.
Posted by: Sales & Marketing Team
Call Centers India Inc.
http://www.callcentersindia.com/
Electronic mail (e-mail) is a store and forward method of composing, sending, storing, and receiving text messages, graphics, sound and video messages over electronic communication systems.
Email is now one of the fastest ways to gain or lose potential customers because of its ability to deliver information fast to an enormous amount of people. After sending an email you are no longer in control of the effects of the message and can only wait in suspense.
For example: an employee of your company started off his/her day in a bad mood. A potential customer emails them with a trivial question and they reply with a brash tone. Do you think that the recipient will use your company? On the Internet word travels fast. It takes me 3 minutes to send email to 50-100 people. Therefore your company can lose 100 current or potential customers with the brash email sent out by your employee. This can happen in a matter of minutes.
What's the difference between writing personal e-mails and business e-mails? Personal e-mails only represent you. Business e-mails, though, represent you and the company you work for. People who receive them not only form opinions about you but also about your company. So, business e-mails require careful writing, editing and proofreading.
Using Email Effectively:
Email is an effective means of communication for business and personal use but it also has some disadvantages.
Advantages are:
1. Email is effective in providing quick answers to yes and no, type questions.
2. Email is effective in finding the right person in an organization or company to answer your question.
3. Email is good to make appointments for busy people.
4. Email can distribute information quickly to many people for the time it takes to email one person.
The disadvantages are:
1. Email can become time consuming for answering complicated questions and misunderstandings can arise because cultural differences in the interpretation of certain words. The telephone is much better for providing detailed answers or if you feel that the question is not absolutely clear.
2. Email can compromise the security of an organization because sensitive information can be easily distributed accidentally or deliberately. Email should be entrusted to well trained and trusted staff members.
Email can become impersonal or misunderstood so consider these points:
1. Be concise and to the point.
2. Use proper spelling, grammar & punctuation.
3. Make it personal.
4. Use templates for frequently used responses.
5. Do not attach unnecessary files.
6. Use proper structure & layout.
7. Do not overuse the high priority option.
8. Do not write in CAPITALS.
9. Don't leave out the message thread.
10. Add disclaimers to your emails
11. Read the email before you send it.
12. Do not overuse Reply to All.
13. Mailings > use the Bcc: field or do a mail merge.
14. Take care with abbreviations and emoticons.
15. Be careful with formatting.
16. Take care with rich text and HTML messages.
17. Do not copy a message or attachment without permission.
18. Does not use email to discuss confidential information?
19. Use a meaningful subject.
20. Use active instead of passive.
21. Avoid using URGENT and IMPORTANT.
22. Avoid long sentences.
23. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
24. Don't forward virus hoaxes and chain letters.
25. Keep your language gender neutral.
26. Don't reply to spam.
27. Use cc: field sparingly.
Posted by: Sales & Marketing Team
Call Centers India Inc.
http://www.callcentersindia.com/
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