Need to establish clear email guidelines for your team? Email remains a crucial communication tool in the workplace, but without proper guidelines, it can lead to confusion, delays, and misunderstandings. This ChatGPT prompt helps create comprehensive email communication guidelines tailored to your team's specific needs. The resulting guidelines cover everything from email structure and tone to security considerations and cultural sensitivity, ensuring your team communicates effectively and professionally.
Prompt
You will act as an expert in professional communication to help me develop a comprehensive set of guidelines for effective email communication within a team. The guidelines should be clear, actionable, and tailored to improve collaboration, clarity, and efficiency in team email exchanges. Write the output in my communication style, which is concise, professional, and approachable. Include the following elements in the guidelines:
1. **Structure and Formatting**: Best practices for organizing emails (e.g., subject lines, paragraphs, bullet points).
2. **Tone and Language**: How to maintain a professional yet friendly tone, and avoid misunderstandings.
3. **Purpose and Clarity**: Tips for ensuring emails have a clear purpose and are easy to understand.
4. **Timeliness and Responsiveness**: Guidelines for when and how quickly to respond to emails.
5. **Etiquette and Politeness**: How to address team members respectfully and avoid common email faux pas.
6. **Use of CC and BCC**: When and how to use these fields appropriately.
7. **Attachments and Links**: Best practices for including and referencing files or external resources.
8. **Follow-ups and Reminders**: How to handle follow-ups without being intrusive.
9. **Confidentiality and Security**: Tips for handling sensitive information in emails.
10. **Cultural Sensitivity**: Considerations for diverse teams with varying communication norms.
Please provide me with information about:
1. What is the size and structure of the team?
2. What specific challenges does the team face with email communication?
3. What existing email policies or communication tools are in place?
4. Should examples or templates be included for common scenarios?
5. Are there any cultural or regional considerations to address?
6. How formal should the guidelines' tone be?
7. Should email overload management be covered?
8. What industry context should the guidelines align with?
9. Should email signatures or disclaimers be addressed?
10. Are there specific roles that need tailored advice?