�Email Etiquette
Storyboard
Overview | |
Course Title: | Professional Email Etiquette |
Learning objective: | In this course you will be guided through examples of how you can maintain proper etiquette when emailing at work. By the end of the course you will be able to construct properly formed email for business correspondence and summarize what it takes to maintain etiquette within emails. |
Description Text | The fundamentals of our behaviors when sending and receiving emails. |
Units | Seven |
Client: | Individuals pivoting or entering into corporate |
Instructional Designer: | S.Wise |
Course Built In | Storyline |
Units | ||
Nr | Name | Content |
1 | What is etiquette? | Definition of etiquette and bases behind email etiquette. |
2 | Six Parts of an Email | Template of email with labels for sending, replying, and parts of an email; To, subject, greeting, body, closing, signature. |
3 | Greetings | Examples of professional greeting and examples of non-professional greetings. |
4 | Learner check | Status check on the parts a an email both sending and writing. |
5 | Timing on email, things to do, things to avoid | Tips and examples given for timing in responding to emails. Also included are tips for things to do and avoid doing when emailing. |
6 | Conclusion | Summarize the course and reflect on the objective. |
7 | Quiz | Learner will assess their understanding of the course to check that they can maintain proper etiquette when emailing at work. THey can construct properly formed email for business correspondence and summarize what it takes to maintain etiquette within emails. |
Style Guide | |
Logo | |
Cover Photo | Keyboard with person typing. |
Custom colors | Red, white, blue, and black |
Fonts | Heading: Titillium Web Body: Calibri |
Additional Notes | |
Templates | tItle and text box slide with a red bar aligned left of the slide |
Section 1 : What is etiquette?
Title | Email Etiquette | ||
BLOCK ID | 1.1 | BLOCK TYPE | Welcome Slide - 360 template |
NOTES | CONTENT | ||
Start course button (red with white arrow) -triggered to jump to next slide when activated | Title: Email Etiquette Text: The fundamentals of our behaviors when sending and receiving emails. Image: Keyboard with person typing. | ||
Title | Email Etiquette Introduction | ||
BLOCK ID | 1.2 | BLOCK TYPE | tItle and text box slide |
NOTES | CONTENT | ||
Voice Over: Welcome to this course on email etiquette. Webster dictionary defines etiquette as the conduct or procedure required to be observed in social or official life. Etiquette makes people comfortable and at ease, it shows that we value and respect others. When emailing a professional email, use formal manners to maintain proper etiquette. In this course you will be guided through examples of how you can maintain proper etiquette when emailing at work. By the end of the course you will be able to construct properly formed email for business correspondence and summarize what it takes to maintain etiquette within emails. | Title: Email Etiquette Introduction Video: Man at computer “composing” an email | ||
Section 2 : Parts of an Email
Title | Parts of an Email Sending | ||
BLOCK ID | 2.1 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
Blue button in lower right corner to advance to next slide. | email with labels (Markers that pop when user clicks) TO: person emailing CC: Carbon Copy Use CC when the email is relevant and you want to keep someone in the loop. It is also good to use if someone is on leave and you want to keep them informed. BCC Blind Carbon Copy: Use BCC when you are sending an email to a large number of people (a company newsletter) and want to keep email addresses private. Use if you want someone to remain in the loop but the message is not directly to them. Someone who is BCC will only receive the initial email, not the follow up replies. If the BCC person Replies To All their email will be revealed. Subject: Subject line is a place to put a clear short statement that describes the email. It is important to keep it at a couple words in a couple words or a short phrase. It is not proper email etiquette to send an email without a subject. On the side (red bar in white letters) Click on each pin to see what each line is called and how you use it in emailing. | ||
Title | Parts of an Email Replying | ||
BLOCK ID | 2.2 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
Blue button in lower right corner to advance to next slide. | reply email with labels (Markers that pop when user clicks) Reply When you click on reply you are responding to the email and person in this email. Reply All When you reply all you are responding to everyone in the TO field. Only use when you feel everyone needs to know the information. Forward When you forward an email you are creating a new email to a new set off TO recipients. You should use forward to share; see below, FYI, when another recipient is needing the info. Attachments from original email will be attached as well. On the side (red bar in whote letters) Click on each pin to see what each line is called and how you use it in emailing. | ||
Title | Six Parts to Composing an Email | ||
BLOCK ID | 2.3 | BLOCK TYPE | Reply Slide |
NOTES | CONTENT | ||
Voice over: The structure of an email consists of six parts. Each part is an important step in assuring that you have a professional email. The parts include the To field, subject, greeting, body, sign-off, and signature. Let us look at each part of the structure of the email. To is the place that you put our recipients email address. The greeting is how you greet the recipient. Remember to use their name and a formal means of greeting. Body is the main purpose of your email. Aim for no more than three paragraphs. Start with the most important one first. Separate your paragraphs with breaks or line spaces. Use short sentences as they are easier to read. Email should ideally cover one goal.People tend to scan emails, as they receive many throughout the day. Respect people’s time and cut out the wordiness of emails. Closing or a means to signing off. This could be thank you, have a good day, looking forward to your response. Last you will put your signature. This is where you place your name and contact information. Blue button in lower right corner to advance to next slide. | To: Recipient Subject: Subject line: Clear, short, describes email in a couple words (never send an email without a subject - not proper etiquette) Greeting: Greeting - Use formal tone Body: Main purpose of email sign off Use formal tone signature - Use full name (On side of slide in the red zone) Laura (floats up at the start of the slide). She is holding a sign that reds. “Here are the items that an email should include” | ||
Section 3 : Greetings and Salutations
Title | Greetings and Salutations | ||
BLOCK ID | 3.1 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
Slide will advance once timeline expires. | Text: It is best to start your email with a greeting. This should be a professional greeting and reflect the relationship you have with the person you are corresponding with.
Image - Laura saying hi (floats up at start of slide) | ||
Three word bubbles appear 1 second apart giving examples of correct greetings for emails.
Title | Greetings to Avoid | ||
BLOCK ID | 3.2 | BLOCK TYPE | title and text box slide |
NOTES | CONTENT | ||
Directions in side ribbon: Click on each button to see things to avoid. Slide is equipped with layers, so that when the learner clicks on the button a new layer appears to show example of what to avoid. | Title: Greetings to Avoid Three red buttons stacked vertically. First Thing to Avoid Second Thing to Avoid Third Thing to Avoid Image: | ||
Buttons for movement:
Two blue buttons on slide with black arrows in them. ONe indicating forward movement and one indicating backward movement.
Title | First thing to avoid (Layer one) | ||
BLOCK ID | 3.2 A | BLOCK TYPE | title and text box slide |
NOTES | CONTENT | ||
Blue button in side ribbon with black arrow takes learner back to base layer. | Red button from base layer button appears. When learner clicks it animates (swivel) - to show turning over Image floats up: Word | ||
Red word bubble floats up:
Hey Yo!
Title | Second thing to avoid (Layer two) | ||
BLOCK ID | 3.2 B | BLOCK TYPE | title and text box slide |
NOTES | CONTENT | ||
Blue button in side ribbon with black arrow takes learner back to base layer. | Red button from base layer button appears. When learner clicks it animates (swivel) - to show turning over Image floats up: Hey Yo! Red word bubble floats Hey Yo!
| ||
Red word bubble floats up:
Yo!
Title | Third thing to avoid (Layer three) | ||
BLOCK ID | 3.2 C | BLOCK TYPE | title and text box slide |
NOTES | CONTENT | ||
Blue button in side ribbon with black arrow takes learner back to base layer. | Red button from base layer button appears. When learner clicks it animates (swivel) - to show turning over Image floats up: | ||
Red word bubble floats up:
Bro!
Section 4 : Learner Check
Title | Learner Check Sending an Email | ||
BLOCK ID | 4.1 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
TItle of slide in red bar on side: Sending an Email Game Directions in red bar on side: Pick the terms that go with an email that you would send. Blue button in lower right corner to advance to next slide. | This is a game board form that the learner will click on all the items that are part of an email you would send. The game is set up in a table. When the user clicks on a square it will award a point if it is part of sending an email or deduct a point if it is not. (Shaded slides are the correct answers)
| ||
to | exit | subject |
reply | blind copy | forward |
carbon copy | forward | greeting |
Title | Learner Check Parts of an Email | ||
BLOCK ID | 4.2 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
TItle of slide in red bar on side: Replying an Email Game Directions in red bar on side: Pick the terms that go with an email that you would receive. Blue button in lower right corner to advance to next slide. | This is a game board form that the learner will click on all the items that are part of an email. The game is set up in a table. When the user clicks on a square it will award a point if it is part of an email or deduct a point if it is not. (Shaded slides are the correct answers)
| ||
to | reply all | subject |
reply | closing/sign-off | body |
signature | forward | greeting |
Section 5 : Timing on Emails, Things to Do and Things to Avoid
Title on | Timing on Emails | ||
BLOCK ID | 5.1 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
Slide will advance 3 seconds after all star images have floated in. | Title/Purpose of slides in red bar on side: When should you respond to an email? How much time can you wait? Hour glass and message telling about the meaning of this slide float in when user move to slide: Here are a few pointers for timing on your response to emails. Responding to emails within guidelines creates a trust between the sender and the recipient. Five shapes float in one by one with statements telling when you should respond to emails. (red on the whote background and white on the red background) Don’t respond when emotional = once sent it can’t be taken back Don’t send email over the weekend. Team/Colleagues: 12-24 hours Urgent matters: quick turn around Less Urgent Projects: 24-48 hours Avoid late Friday or night time | ||
Title on | Things to do and not do when emailing | ||
BLOCK ID | 5.2 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
Slide will advance 3 seconds after last tab and voice over have stopped. Images will appear when user clicks on the tab. Things to do - Things to avoid - Additional information - | Slide will start with an image of an open computer and red bar on side (slide theme). There will three tabs on the bottom of the slide. The user will click on the slide to hear what to do and what to avoid during emailing. Tabs: Things to do Things not to do Additional Information Title/Purpose of slide will float into the center of the slide Here are some pointers of things to do and not do when emailing. | ||
Things to do
Voice Over:
Use good sentences structure when constructing an email. Start your sentences with capitals and end with punctuation. Watch your tone when writing your email. What you write is what you are saying because your tone is absent. Consider your word choice as well. Your body language can not be read through an email, so consider the words you choose and how you use them. Be concise with your information. Be to the point! Before hitting send, proof read your email. You look unprofessional when your email is full of mistakes.
Things to avoid:
Voice Over:
Refrain from humor. Email can miss tone and expression. Humor can lead to misinterpretation.This means avoid jokes as well. Avoid all CAPS when writing emails. This represents yelling. Try to avoid responding to emails when you are emotional. Once your email is sent, you can not take it back. Limit shorthand, as not everyone may know what it means. Avoid slang, niceties, and jargon when composing emails. These can create a longer email and misunderstanding. It is best to known your company culture prior to adding these things. This will allow you to adhere to etiquette and company culture. We want to be friendly too.
Additional Information:
Voice Over:
Be considerate of cultural differences. This could lead to miscommunication. If you choose to use emojis be aware of your audience and use them sparingly. When composing an email try to eliminate fluffs and fillers. For example touching bases, checking in, etc. It is nice to set an out of the office message when you will not at work or available for a duration of time.
Section 6 : Conclusion
Title on | Conclusion | ||
BLOCK ID | 6.1 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
Blue button in lower right corner to advance to next slide. | Screen opens with an email envelope that ticks away receiving emails. Laura floats in. Voice over starts, as bullet points float in with important reminders. Bullet points:
(Voice will be the bullet points read aloud in addition to restating the course objectives) In this course you discovered the proper format of emails for business correspondence. You will now be proper in writing your emails. | ||
Section 7 : Quiz
Title | Quiz | ||
BLOCK ID | 7.1 | BLOCK TYPE | Title and text box slide |
NOTES | CONTENT | ||
| Title slide to announce that we will quiz our thinking. Text box floats in : It is time to quiz your understanding of email etiquette. Image: | ||
Title | Quiz | ||
BLOCK ID | 7.2 | BLOCK TYPE | True or false |
NOTES | CONTENT | ||
| True or false “Yo, Jane! How is it going?” is a good greeting to use in your professional emails? (answer is false) | ||
Title | Quiz | ||
BLOCK ID | 7.3 | BLOCK TYPE | Drag and match |
NOTES | CONTENT | ||
| User will drag and match the parts to the structure of an email. To: josmith@companyzyx.com Subject: New Product Line Greeting: Dear Mr. Smith Body: Here is an example of the new product line. It will begin to arrive Tuesday. We will have a sampling day Friday. Let me know if you have any questions about any of the products. sign off Thank you for your time. signature - Cara Mayfield Product Rep for Co. XYZ | ||
Title | Quiz | ||
BLOCK ID | 7.4 | BLOCK TYPE | True or false |
NOTES | CONTENT | ||
| True or False: You are a manager of your department. One of your employees emails about taking the new product to the show tomorrow for demonstration purposes. It would be okay for you to get to this email in a couple days? (answer false) | ||
Title | Quiz | ||
BLOCK ID | 7.6 | BLOCK TYPE | Multiple Response |
NOTES | CONTENT | ||
| Multiple Response Question Mark all that are things you should do when sending an email. Use good sentence structure when constructing an email. Add emojis and lots fo them. Start your sentences with capitals and end with punctuation. Watch your tone when writing your email. Be concise with your information. Leave the subject blank, it isn’t important. Before hitting send, proof read your email. You look unprofessional when your email is full of mistakes. | ||