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Architectural Engineering program, The University of Texas at Austin

Etiquette -email, voicemail, resume, etc.

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Some notes that may help you in your professional life, and in life in general…

General

Everyone knows about IQ.
Some people know about EQ.
I like to talk about what I call TQ (Technology Quotient).  Some people score high.  Others need to slow down and develop it, or be eaten.

Best advice ever:  KEEP IT SHORT AND TO THE POINT
Email, voicemail, resume, text….unless you are corresponding with someone unemployed with too much time on their hands….be succinct  (S.A.T. vocab alert).

 

EMail Etiquette

CC: or BCC?
Warning!  Don’t mess this up.  It can lead to disasters.  Know that when you CC people, depending on how your email works, they may see previous text that led to this point.
I always make sure that if I need to say something private to someone, I either text it to them privately or email to them separately/privately.   Be very careful with CC: / BCC.  Think it thru.  Know your technology.  Read more online.  Here’s one link.   Here’s another.   Send me better ones if you find them.

HEADER:
Your header is a distilled summary of why you are writing. Keep it short.
Many people check email on their phones, on-the-go.  As you know, the header is the main thing they see.  Make it count.  The header also becomes the title of the email chain which may include other people later (especially important).  Effective professionals keep everything related  in the original email loop so it can be tracked/found easily.

EMAIL BODY:
DEAR?
Don’t use “Dear” in addressing anyone for business.  Their name is fine.  Use Mr./Mrs./Dr./Professor if appropriate.  I wait to see how people sign off (first name?) to adjust this on next email.

FIRST SENTENCE:  STATE WHY YOU ARE WRITING.
I like to start with:  I’m writing to….(request a day/time to visit, etc.).

Then, I like to start a new PP.  (paragraph, not a bathroom-break).
Please remember:
Use a new paragraph for every new idea.  NOTHING is worse than opening an email and seeing 20 lines of text.  You will make people think that you can’t write, therefor self-destructing in your intention to be professional.

THE END:
Best to briefly re-state your request (Please send me 1 or 2 options for a good day/time to visit, etc.), and say Thank you (just once per email).

 

Voicemail Etiquette

excerpt from LinkedIn article:
by Kelly Cone,  Innovations Director at The Beck Group

  1. Say who you are.
    Because it is polite. 
  2. Say why you’re calling.
    In as concise a manner as possible. The goal is NOT to provide a complete understanding of the complex issue which you want to communicate about with the other person. The goal is to provide the minimum required information for the other person to prioritize their response and schedule an appropriate time for it to happen. 
  3. If you aren’t a regular contact, leave your contact-back information.
    This provides an opportunity for an alternate number, e-mail, or if you have a private or blocked number the chance to actually call you back at all. Pro-tip: If you are calling from within a phone system that makes the caller ID number generic (to match your company’s front desk for instance) then ABSOLUTELY provide a direct number 100% of the time. No one like to call someone back and get a receptionist. Not cool yo. 
  4. Say thank you.
    Because it is polite.

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Written by Gregory Brooks

May 1, 2016 at 8:57 pm

Posted in Uncategorized

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