5 Email Tips that Will Transform How You Communicate

This presentation is inspired by the SmartDraw Blog post entitled, “5 Email Tips That Will Transform How You Communicate”

To view the full blog posting go to http://blog.smartdraw.com/

How much time do you spend emailing?

Do you ever feel that emailing is all that you do? What if you could cut the amount of time you spend emailing

colleagues and customers?

The truth is you can, by communicating visually. You already create visuals with SmartDraw. Why not communicate visually in emails?

We have 5 email types that can easily be sent using a diagram instead of writing a full blown email.

Email Type #1: Who Am I Working With?

Solution: Use the Org Chart Template and Add Hyperlink or

Attachment Feature

Project managers and leads working in virtual teams must resort to providing email

introduction amongst newly assigned project team members.

In this example, several mid to senior management level team members have been

assigned to a new Task Force.

Email Type #1: Who Am I Working With? continued

SmartDraw Tip: To inform the members of the project team as to what role they have been assigned, you can simply change the job title to their respective project role.

To change the color of a shape, simply select the shape and navigate to the Home Ribbon's Fill menu. Select the appropriate color.

To add an effect, such as a glow to the shape, navigate to the Home Ribbon's Effects menu and select the appropriate option.

Email Type #1: Who Am I Working With? continued

SmartDraw Tip: You have the ability to associate any website to any diagram. Right+click on the

object in the diagram, select Add Hyperlink. Enter the Url Address in the field

provided. Click OK. The link icon will appear in the bottom right corner of the object.

In addition, you have the option to also associate a file to any object in a diagram.

Right+click on the object in the diagram, select Add Attachment. Locate the file on your

computer. Click Open. The attachment icon will appear in the bottom right corner of the object.

Email Type #2: Who’s Doing What, When, and How Long?

Solution: Use the Flowchart Template

This simple 5 step flowchart indicates the roles of the end users, subject matter expert, instructor, and co-facilitator. In addition, it provides the approximate amount of time spent. This diagram can easily be sent to colleagues or clients with a request to confirm if this meets their expectations.

Email Type #3: What Are My Options?

Solution: Use the Mind Map Template and Table Feature

Here's an example of how to provide your clients potential dates and times of when you and the project team are available. Since each date and time is assigned an option name (i.e. Option A, Option B), the recipient only need to respond with the name of the option.

Email Type #4: Where Are We in the Process?

Solution: Use the Flowchart Template and Effects Feature

Here's an example of how to provide your clients potential dates and times of when you and the project team are available. Since each date and time is assigned an option name (i.e. Option A, Option B), the recipient only need to respond with the name of the option.

Email Type #5: Where Can I Find It?

Solution: Use the Mind MapTemplate to Create a Resource Hub

Whether the resources you have developed are housed in one or more locations, you can easily create a resource hub using the mind map template. Whenever a colleagues inquires about information, you can simply email then the resource hub that contains live links to the materials. It's also ideal for on-boarding new hires.

About RuthJoy Bitner, M.Ed.With a M.Ed. in Human Resource Development and Organizational Behavior, RuthJoy has become a trusted advisor and educator working with mid-market to global organizations providing changemanagement and user adoption strategy services for more than 15 years. As the Director of Learning and Organizational Development ofSmartDraw Software she continues to coach and mentor professionals from non-profits to Fortune 500 companies.

An unashamed perfectionist and absolute “SmartDraw Addict,” she discovers innovative ways to use diagrams in her day-to-day activities to increase productivity and efficiency for herself as well as her clients.

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