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Chapter 3 email and im


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  • Image Credit:
  • Handout – SWAW, 10th ed. PGs. 146-149
  • Image Credit:
  • Example: Pg. 87 (Figure 3.8)
  • 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.
  • Transcript

    • 1. Email
    • 2. 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
    • 3. 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
    • 4. 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
    • 5. 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
    • 6. 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.
    • 7. InstantMessages
    • 8. 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.
    • 9. 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?
    • 10. 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