At work, email is a formal communication tool between employees, and WeChat is generally used in informal occasions, which is more casual and convenient than email. In many cases, e-mail is recommended. How to use email correctly can avoid some problems brought by email communication and improve our work efficiency. Analyze the standard usage of email from the following points:
1. Recipient and CC:
1. The recipient is the person who must read and process it, and feed it back to the sender;
2. The cc is known, so there is no need to reply to this email.
Second, the mail format:
1, address, treat different people with different addresses, respect politeness, try not to have too casual address and words in work emails, and be formal and standardized;
2. Signature: Generally, your signature will be set in the work email, including your name, department and contact information, which will be displayed at the bottom of the email so that the recipient can know and contact at any time.
Third, the email name:
1, the email name should be concise, so that the recipient can know what happened at a glance;
2. If it is a very urgent state, you can add an exclamation mark in front of the email name, so that the recipient will give priority to it.
Fourth, the email body:
1. The text mainly describes the whole story of the event. Words should be formal, not oral, as clear as possible, concise and to the point, and the core meaning is clear;
2. In the use of punctuation marks, exclamation marks are rarely used, especially when several exclamation marks are used together, which will give people a sense of oppression. The exclamation point emphasizes the tone and the urgency of the event. In general, it should be used with caution.
Verb (short for verb) The purpose of sending e-mail:
1. To report the work progress to the superior, you need several pieces of information: the matter itself, the people involved, the time and progress, what kind of effect has been achieved or what kind of impact has been caused;
2. Seek the solution of a job from the superior. In addition to describing the whole story clearly, you need to think of several solutions to the problem first, and then seek the opinions of the leaders, instead of directly throwing the problems to the leaders for decision;
If you need help and feedback from other colleagues, you need to be more cautious. Try to avoid blaming each other or shirking responsibility in words. You should describe the whole story in a neutral manner and don't give the other side a handle. If you need feedback, you should indicate the time node in the email, so that the recipient can give you feedback according to the time to avoid waiting indefinitely;
4. For non-summative emails, follow up the progress of the event development, and follow up the emails in time to explain to everyone after each node or a certain progress is completed, so that things can be finished.
Six, mail archiving:
1. You can delete junk mail or useless mail regularly, free up mail memory and facilitate search;
The longer you work, the more emails you accumulate. You can classify the emails in your inbox according to the nature of your work, and summarize them in different folders, which is conducive to finding them afterwards.
By mastering the skills of using work email, you can reduce a lot of ineffective communication at work, better define your rights and responsibilities, and avoid personal entanglements between colleagues, and get twice the result with half the effort.