UNIT-2

E-Mail
• Electronic Mail also known as e-mail is
defined as the transmission of messages on
the Internet from one person to another.
• It is one of the most commonly used
features over communications networks
that may contain text, files, images, or
other attachments.
• Generally, it is information that is stored on
a computer sent through a network to a
specified individual or group of individuals.
Principles of Email/ Email Etiquette
1. Clarity and Conciseness
• Use a clear and specific subject
line that summarizes the main
point of the email.
• State the purpose of the email
upfront. Avoid ambiguity.
• Keep your email concise. Only
include essential information,
and avoid unnecessary details.
Principles of Email / Email Etiquette
2. Professionalism
• Maintain a professional and respectful tone,
even in informal settings. Tailor the tone
according to the audience.
• Use proper grammar, spelling, and
punctuation. Avoid slang and overly casual
language in professional emails.
• Organize your email into clear paragraphs
with a logical flow. Use bullet points or
numbered lists for easy readability when
necessary.
Principles of Email / Email Etiquette
3. Relevance and Focus
• Stay focused on the main topic.
Avoid including unrelated
information or tangential points.
• Clearly specify any actions you
want the recipient to take, and
provide deadlines if applicable.
• Only include necessary
attachments, and mention them in
the body of the email.
Principles of Email / Email Etiquette
4. Respect for Recipients’ Time
• Before sending, consider whether the
email is necessary.
• Respect the recipient's time by
keeping the message relevant and
brief.
• Reply to emails in a timely manner,
ideally within 24-48 hours, depending
on the urgency.
Principles of Email / Email Etiquette
5. Confidentiality and Security
• Avoid sharing confidential or
sensitive information over email
unless necessary. If needed, use
encryption or other security
measures.
Principles of Email / Email Etiquette
6. Follow-up
• Confirmation: When you’ve sent
an important email, consider
following up if you haven’t
received a response within a
reasonable timeframe.
• Politeness: If following up, do so
politely. A gentle reminder is
often sufficient.
Principles of Email / Email Etiquette
7. Formatting
• Use clear and readable fonts.
Avoid excessive use of bold,
italics, or colors, which can be
distracting.
Principles of Email / Email Etiquette
8. Proofread every email send
• It is very important to read the
mail completely before hitting
the send button.
• It is important to check the
recipients email-id has been
entered right, no spelling error,
no grammatical errors.
• Using simple & understandable
sentences wherever possible.
Principles of Email / Email Etiquette
9. Ensure to mark CC or BCC to all
relevant recipients
• CC stands for Carbon Copy &
BCC stands for Blind Carbon
Copy.
• CC and BCC are used to send the
email to Secondary & Tertiary
contacts.
Principles of Email / Email Etiquette
10. Use the appropriate level of
formality
• For instance, begin with “Dear ”
or “Respected”, use “please” and
“thank you” where necessary,
and always end your email with
the appropriate phrase, “Kind
regards”, “Thank you”,
“Sincerely” and so on.
Principles of Email / Email Etiquette
11. Include a signature block
• To increase the authenticity of the
email it is advisable to include a
signature block at the end of the
email, which gives out certain
important details about the person
writing the email.
• It is professional to include your full
name, title, your company and your
contact number.
NOTE MAKING
Note Making-Meaning
• Note making is not just about writing down everything we hear or
read.
• It is a process of reviewing, connecting and synthesising ideas from
lectures or reading.
• Making notes helps to stay active and engaged during your lectures,
reading and revision.
• It helps in understanding what we are learning and also clarifies our
thinking.
Key Areas of Note-Making
1. Active Engagement
• Involves thinking critically about the
material, questioning it, and relating it to
existing knowledge.
2. Summarization: Condensing complex
information into your own words, which
helps to clarify and reinforce your
understanding.
3. Organization: Structuring notes logically,
often using headings, subheadings, bullet
points, or visual aids like diagrams and
mind maps.
Key Areas of Note-Making
• Highlighting and Emphasizing: Using
different colors, symbols, or underlining
to mark key points and make important
information stand out.
• Linking Ideas: Connecting related
concepts to create a comprehensive
understanding of the material. This can
be done through arrows, diagrams, or
simply noting relationships.
Key Areas of Note-Making
• Personal Insights: Adding reflections, questions, and thoughts that
arise during the process, making the information more meaningful
and memorable.
• Review and Revision: Regularly going over your notes to reinforce
learning and update them with new insights as your understanding
deepens.
Benefits of Note-Making
• Enhanced Understanding: By actively engaging with the material, we
develop a deeper understanding of the subject.
• Improved Memory Retention: The process of summarizing,
organizing, and connecting ideas helps in retaining information
longer.
• Better Application of Knowledge: Well-organized and thoughtful
notes can be easily referenced and applied in various contexts, such
as exams, projects, or discussions.
• Increased Productivity: Effective note-making saves time in the long
run, as it creates a resource that can be quickly reviewed and
understood.
 Example on Note Making

• Effective communication is the process of exchanging ideas, thoughts, opinions,

knowledge, and data so that the message is received and understood with clarity and
purpose. When we communicate effectively, both the sender and receiver feel satisfied.
• Communication occurs in many forms, including verbal and non-verbal, written, visual,
and listening. It can occur in person, on the internet (on forums, social media, and
websites), over the phone (through apps, calls, and video), or by mail.
• For communication to be effective, it must be clear, correct, complete, concise,
and compassionate. We consider these to be the 5 Cs of communication, though they
may vary depending on who you’re asking.
• According to one study, surveyed companies in the United States and United Kingdom
with at least 100,000 employees lost $62.4 million per year on average due to poor
communication. On the flip side, companies led by effective communicators had nearly 50
percent higher total returns to shareholders over companies with less effective
communicators at the helm.
•
Styles Of Note-Making
1. Cornell Method
• It divides the page into three sections: a
narrow left column for cues/questions, a
wider right column for notes, and a bottom
section for a summary.
• Review and study purposes; summarizing
lectures or readings.
• Example:
• Right Column (Notes): Detailed notes from the
lecture or reading.
• Left Column (Cues): Key points, questions, or
keywords.
• Bottom Section (Summary): Brief summary of
the notes on the page.
Styles Of Note-Making
2. Mind Maps
• A visual representation of information
where the central idea is placed in the
middle of the page, and related ideas
branch out like a web.
• It helps to understand complex subjects,
brainstorming, visual learners.
• Example:
• Central idea in the middle.
• Main branches for major topics.
• Sub-branches for details or related ideas.
Styles Of Note-Making
3. Flow Notes
• It is a dynamic, non-linear note-taking
method that involves writing down ideas
as they come, drawing arrows and
diagrams to connect them.
• It is used for creative subjects,
understanding processes, brainstorming.
• Example:
• Notes spread across the page.
• Arrows and lines to connect ideas.
• Diagrams to illustrate processes or
relationships.
Styles Of Note-Making
4. Boxing Method
• Information is divided into boxes, with
each box containing a specific set of
related ideas or notes.
• It helps in organizing content into distinct
sections, visual learners.
• Example:
• Each box represents a key idea or section of
content.
• Boxes can be connected with arrows to show
relationships.
Content Writing
• Content writing is the process of writing,
editing, and publishing content in a digital
format to engage the target audience.
• The content can include blog posts, video or
podcast scripts, eBooks or whitepapers, press
releases, product category descriptions, social
media posts etc.
Steps in content writing
1. Research and Planning:
• Gather information from various
sources like books, articles, and
online databases.
• Define the target audience and
Identify their needs, interests, and
preferences.
• Determine the desired outcome
(e.g., increase website traffic,
generate leads).
• Organize the thoughts and
structure the content.
Steps in content writing
2. Writing:
• Grab the reader's attention and
provide a brief overview.
• Develop the main points and
provide supporting evidence in the
body of the content.
• Summarize the key points and
reiterate the main message.
• Check for grammar, spelling, and
clarity. Proof read and edit well.
Steps in content writing
3. Optimization:
• Identify relevant keywords to
improve search engine visibility.
• On-page SEO. Incorporate
keywords naturally into headings,
subheadings, and body text.
• Meta tags: Write compelling meta
titles and descriptions.
• Image optimization: Use
descriptive file names and alt text.
Steps in content writing
4. Publishing and Promotion:
• Consider your target audience and
goals.
• Share the content on the website,
social media, or other relevant
channels.
• Use social media, email marketing,
and other tactics to reach a wider
audience.
Steps in content writing
5. Measurement and Analysis:
• Monitor metrics like website traffic,
engagement, and conversions.
• Analyze the results and identify areas
for improvement and make necessary
adjustments.