Principles of Effective Email Communications

Sharing Information In A Winning Culture

Global Executive Learning

Dell ConfidentialDell Internal

Agenda
Introduction Activity Objectives Process for building effective emails Good email Frameworks and Examples Individual Action Planning

Dell Confidential

2 of 26

Principles of Effective Executive Presentations

Introduction Activity

What percentage of time do you spend on emails everyday? Are they effectively helping you with your tasks?

Think of your most effective, impactful emails.

Describe why it was a success in 2-3 words?

Think of your most ineffective, non-impactful presentation.

Describe why it was a unsuccessful in 2-3 words?

Dell Confidential

3 of 26

Principles of Effective Executive Presentations

Objectives
Build crisp, focused and efficient emails.

Audience

Gain an understanding of different ways for receiving information. Consider the implications for developing effective emails.
Message

Introduce a process that will assist construct & deliver effective emails. Know different tools & resources available to managers (i.e. Answer First). Understand the ways to evaluate & improve email effectiveness.

Dell Confidential

4 of 26

Principles of Effective Executive Presentations

Email Development Flow

Decision Making
Purpose:
Build Consensus Get Approval Take Action

Information Sharing
Update Highlight Issues and Trends Provide vital information

Type:

Key Factors:

What outcomes we seek?

Dell Confidential

Establishing priorities Assigning responsibilities Allocating resources Alignment5 of 26

Principles of Effective Executive Presentations

The content framework

2 Types: Decision Making
-New Product Proposal -Business Proposal

Information Sharing
- Program Status sharing - Meeting minutes Highlights Lowlights Trends Key Learnings

Examples:

Presentation Methodology:

Answer First

Good/Better/Best Recommendations

Dell Confidential

6 of 26

Principles of Effective Executive Presentations

Decision Making Model: Effective at DellAnswer First State your answer/point first then build your case!
Form an answer from experience, intuition and fact; tell the outcome first. Create meaningful discussion and explain logic up front. Tell the listener why they should agree, care, act.

Point

Case
Argument 1 Argument 2 Argument 3
Principles of Effective Executive Presentations

Dell Confidential

7 of 26

Email Examples

KCA Situation Issues and Actions.htm.msg

Good
RE FUNNEL Defintions and PERFECT SALES DAY.msg EBC Visits and Acquisition focus.msg
FW PAD INITIATIVE - DETAIL DISCUSSION.msg

Acquisition Update - getting everyone on the same page as we roll out Q2 planning.msg

About Rachel.msg

Bad
RE Weekly Team Report-Wk4.msg

RE LOB Expansion - DT.msg

Information Sharing

Decision Making
Principles of Effective Executive Presentations

Dell Confidential

8 of 26

Call To Action Within the next two weeks: Review the material from todays session, describe greatest
learning or biggest aha in 2-3 words.

Find one bad email on each type you did in the past 30 days Re-work on it Share them together with what you have learned with you
manager and team

Seek and provide feedback (positive & constructive).

Dell Confidential

9 of 26

Principles of Effective Executive Presentations

Back up

Dell Confidential

10 of 26

Principles of Effective Executive Presentations

Decision Making Model: Why Answer First Approach is Preferred

Enables a Powerful Reasoning Model Builds a Compelling Business Case/Message
Conveys necessary information completely Provides universal and consistent language Leverages audiences time Compels action

Facilitates Mastery of Command Skills

Elicits desired listener expectations, engagement and response Enhances presenter credibility and influence.
Be viewed as a WINNER, a LEADER!

Dell Confidential

11 of 26

Principles of Effective Executive Presentations

Information Sharing/Ops Review Model Highlights and Lowlights Make the slides simple, with a clear so what Limit the amount of data per slide Use only data/facts, and charts to prove your points. Summarize the point (main takeaway) in a tagline on every slide Trends & Key Learnings Highlight key points from the data Provide a summary of lessons learned Next Steps Have needed actions already lined up

Dell Confidential

12 of 26

Principles of Effective Executive Presentations

Tips on building Content

Key Tips

1. Be clear of your intent. 2. Plan how you will tell your story and organize your information accordingly. Communicate your intent at the onset. Let your audience know what you expect to accomplish, or want from them. Explore if your issue has been addressed before at Dell. Identify the most contentious points. Focus content on what they want to know, not what you want to tell them. Frame the issues in terms of:
decisions to be made, actions to be taken, and, the resulting benefits to the business.

Dell Confidential

13 of 26

Principles of Effective Executive Presentations