Training And Development - Email Writing - CiteHR
S9consulting
Management Consultant
Ryan
India's 1st Strategic Strengths Coach, Corporate
+2 Others

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Dear HR Folks,
Need your help to understand when an employee is having 3-5 yr of experience and still finding difficulty to interact internally and externally through email will you suggest him to get trained on Business Writing or Email Writing ? If yes what are the skill sets you would like to see he should get trained on ?
Please suggest
Thanks
Bhushan
Hi,
- E-Mail writing etiquette are indicative of any company’s willingness & ability to efficiently assist both internal & external customers
-The skills & attitude projected over the mail forms lasting impression in minds of customers making it a critical customer touch point.
Employees need training on –
Which type of email they are sending & what is their desired outcome?
Usually four types of E-Mails are
-Self fulfilling – E-mail itself is the point, a compliment or a information you want to tell receiver . Reply is not necessary
- Inquiries – You need something, a advice or a information from receiver. Reply is mandatory
- Open-Ended Dialog - To keep communication lines open, for the purpose of some future result or benefit.
- Action Emails – Immediate attention & action needed on part of receiver
- Writing Clear, Correct, Concise E-Mail
- Using correct greetings and sign-offs
- Using attachments effectively
- Always proofreading what they have written before a “click "on “send."
Dear Mr. Jacob
Appreciate your response to the query i raised however would be glad if you can narrow down with some of the examples you might have come across with the participants or employee. In addition there are some of the skill sets which HR / Sr. Manager and Client would seek from the mail which is being written and what are those i am just trying to figure it out and if you can help me out with that would appreciate the inputs.
Thanks and look forward for your response.
Best
Bhushan
Dear Ms. Tondon,
Many thanks for your response and appreciate the inputs given. In addition if you can share any experience with the employee where in you have guided him with appropriate method or structure would add knowledge in to the inputs you have provided.
Best Regards
Bhushan
I feel that lack of confidence/ ability to write emails is indicative of a general weakness in communication. Hence, finding out the root cause is key to providing correct training / coaching.
If overall communication needs improvement, then such training should be provided; of which business communication is one part- apart from other things.
Email writing also includes sensitizing how to write mails. How to write to one's boss, subordinates, peers and cross-superiors etc needs to be told. Which information to filter, which to include, who to mark in Cc, how to address emails all these things need to be taught.
Yes,

Have come across couple of employees even from technical, sales & marketing teams making frequent spelling, grammar and word-choice errors jeopardizing the business reputation

And when corrected they have their usual arguments - "What matters to our clients is the content, facts, quote we mention. A few spelling errors are not going to damage my company’s reputation"

Well but then what to do?

(a.) Give everyone a writing test before hiring them?” -

Before hiring any new employee, review their resume with minor detail. Are there spelling or grammatical errors throughout?

If so, this says something about their literacy skills & background

(b.) Periodically arrange Professional writing assessments and workshops at your workplace from trained professionals & industry experts

(c.) Stress the importance of quality writing across your company—communicate how it relates to your corporate reputation.

- Completely true when employees are not confident of their writing skills, they don’t contribute their suggestions, recommendations, and feedback. Their expertise is wasted.

- Sometimes vague writing even leads to misinterpretation

- Avoid using using shorthand, emoticons, making typing errors,,
Hi
Internal or external communication is a secondary consideration.
Is it a language issue or a clarity issue? A language issue would mean the problem is related to grammar and sentence construction. A clarity issue is a matter of converting thoughts to appropriate words.
You can assign the training appropriately once you understand this.
Regards,
Hi Bhushan,
Greetings from AdroitHR !!!
Recently we have given training on Email Etiquette to one of our esteemed clients and got excellent feedback from them..
Let me know if your organisation is also interested for this training. My ID is
Kind Regards,
Chitralekha
Dear Mr.Bhushan,
Majority of businesses and companies are facing this acute problem and you have rightly taken up the just cause. I have personally trained many employees on this aspect. One thing you need to understand is Letter/Email writing has a set etiquette and this needs to be mentored with proper nuances and care should be taken at the very basic level to the highest level of putting this into practice. You can ask your employees first to correct their communicative English,make them understand [see reason for mutual benefit] the importance of business communication in today's times, have a specific deadline [ let them set for themselves and this should be on paper] . First let them read the letters to the editor daily in all the different newspapers and practice it , next ask them to post a civic grievance in any of the papers and once their grievance is published , reward them . This is a technique, I have evolved and it has given me 100% results . Hope this information was useful to you.
Regards
Ashwin- S9 Consulting
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