LectureIndicate your status by message (Away, Busy, etc.) Give a time when returning or an alternate way of contact.Get to the point right away. Keep messages to 1-2 lines.Use groups, as not to send someone the wrong messageViruses: Watch for opening files or attachmentsInformation from Successful Writing at Work Concise 2nd edition and Concise 3rd edition.
EMAIL Most common form of communication in the workplace Your employer can access your work email if saved on thecompany’s server(s) Legal records (Guidelines, PG. 81-83) Know: Uses (PG. 131) Business vs. Personal Guidelines
EMAIL: BUINESS vs. PERSONAL Cannot write to a customer or employer the way you would toa friend Representing more than just yourself and your preferences inan email Business email has to consider the impact it will have on yourcompany, et al. Information may have to be researched Review before sending
Email as Legal Records Employers have the right to monitor internal email systems. Any email written at work can becopied, archived, forwarded, and intercepted. You can be fired for writing an abusive or angry email! Many companies may have disclaimers about email toprevent legal action against the company
Guidelines for Using Email on theJob Make sure your email is confidential and ethical Make sure your email is easy to read Observe the rules of “netiquette” Adopt a professional business style Respect your international readers Ensure that your email is safe and secure
When Not to Use Email When you need a paper trail Applying for a job Make a new business contact, or welcome a new client –Formal Letter instead Acknowledging a business gift – Send a handwritten note Never send email in the place of a letter or type of legalnotification.
Instant Messages (IM) A professional IM is somewhere between a phone call and anemail, or a chat with a colleague in the hallway. Provide written records of conversations 90% of businesses have or will use IMs Allows communication with co-workers and managers in thesame office, remote sites or around the globe.
When to Use IM (vs. Email) How quickly does the message need to be sent/received? How long/complex is my message? Does my message require more than a few brief back-and-forth communications?
Guidelines for Using IM in theWorkplace Stay connected Keep messages short Write about one topic at a time Avoid unfamiliar abbreviations Make sure messages are professional Organize your contact (buddy) list into separate groups Don’t use to send sensitive/confidential information Watch for viruses Safeguard the privacy of your contact list