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Chapter 5 Notes
 

Chapter 5 Notes

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    Chapter 5 Notes Chapter 5 Notes Presentation Transcript

    • Chapter 5: Electronic messages & memorandums
      BS 150
    • Communicating at work
      People exchange information externally and internally
      In today’s workplace, you will be expected to collect, evaluate and exchange information in clearly written messages
      Written messages fall into 1 of two categories: paper-based and electronic
      Paper based messages include business letters and memos
      Electronic messages include email, instant messaging, text messaging, podcasts, blogs, and wikis
    • Communicating with paper based messages
      Uses: business letters, interoffice memos
      Employees use memos primarily to convey confidential info, emphasize ideas, deliver lengthy documents, or lend importance to a message
    • Communicating with electronic messages
      Email: involves the transmission of messges through computers and networks; users can send messages to a single recipient or broadcast them to multiple recipients
      Email is most appropriate for short messgaes that deliver routine requests and responses
      Instant messaging: More interactive than email, IM involves the exchange of text messages in real time between 2 or more people logged into an IM service
    • Communicating with electronic messages
      Text messaging
      Podcasts: a podcast is a digital media file that is distributed over the Internet and downloaded on portable media players and personal computers; podcasts can be syndicated, subscribed to, or downloaded automatically when new content is added
      Blog: a web site with journal entries usually written by one person with comments added by others
      Wikis: a web site that enables multiple users to collaboratively create and edit pages
    • Organizing email messages & memos
      Perform critical tasks such as informing employees, requesting data, supplying responses, confirming decisions, and giving directions
      Email is not a substitute for face-to-face conversations, telephone calls, business letters, or memorandums
    • Components of email messages & memos
      4 parts: 1) an information subject line that summarizes the message, 2) an opening that reveals the main idea immediately, 3) a body that explains and justifies the main idea, and 4) an appropriate closing
      In emails and memos an informative subject line is mandatory
      It summarizes the central idea, thus providing quick identification for reading and for filing
      Messages without subject lines may be automatically deleted
    • Writing the EMAIL
      Subject lines summarize the purpose of the message in abbreviated form
      Explains the purpose of the message and how it relates to the reader
      Direct emails and memos open by revealing the main idea immediately
      The body provides more info about the reason for writing; it explains and discusses the subject logically
    • Writing the email(cont’d)
      Generally close an email message or a memo with 1) action information, dates and deadlines; 2) a summary of the message; or 3) a closing thought
      Email messages and hard copy memos are similar in content and development but their formats are slightly different
    • Formatting emails
      Email greeting- shows friendliness and indicates the beginning of the message
      When keying the body of an email, use standard caps and lower case characters
      Email messages are most helpful when they conclude with the writer’s full contact information
    • Formatting interoffice memos
      If you are preparing a memo on plain paper, set 1 inch top and bottom margins and left and right margins of 1.25 inches
      Provide a heading that includes the name of the company plus “Memo” or “Memorandum”
      Begin the guide words a triple space (2 lines) below the last line of the heading
      Key in bold the guide words: Date:, To:, From:, and Subject:
    • Preparing memos as email attachments
      To deliver a long or formal document, send a cover email with an attachment
      Be sure to include identifying info, including the date, sender, receiver and subject
    • Using the writing process to create effective internal messages
      Internal email and hard copy memos usually carry direct messages that are neither sensitive nor persuasive
      They require careful writing to be clearly and quickly understood
      Use the 3 phase writing process to analyze, anticipate and adapt (what am I writing and why am I writing it? How will the reader react?)
      Research, organize and compose- gather background info; put it in an outline, compose your message, and revise for clarity, correctness and feedback
      Revise, proofread, and evaluate
    • Email best practices
      Compose your message offline
      Get the email address right
      Avoid misleading subject lines
      Apply the top of screen test (When readers open your message and look at the first screen, will they see what is most significant? Your subject line and first paragraph should convey your purpose)
    • Content, tone and correctness
      Although email seems as casual as a telephone call, it’s not
      It produces a permanent record
      Be concise
      Don’t’ send anything you wouldn’t want published
      Don’t use email to avoid contact
      Care about correctness and tone
      Resist humor and tongue-in-cheek comments
    • netiquette
      Send emails only to people who really need to see a message
      Consider using identifying lables (Action, Re, REQ)
      Use capital letters only for emphasis or for titles
      Don’t forward without permission and beware of long threads
    • Reading and replying to email
      Scan all messages in your inbox before replying to each individually
      Print only when necessary
      Acknowledge receipt
      Don’t automatically return the sender’s message
      Revise the subject line if the topic changes
      Provide a clear, complete first sentence
    • Personal use
      Don’t use company computers for personal matters unless your company specifically allows it
      Assume that all email is monitored
    • Other smart email practices
      Design your messages to enhance readability, and double check before sending
    • Using instant messaging professionally
      People like instant messaging because of its immediacy
      A user knows right away whether a message was delivered
      It avoids playing phone tag and eliminates the downtime associated with personal telephone conversations
      It saves money
    • Best practices for instant messaging
      Learn about your org’s IM policies
      Make yourself unavailable when you need to complete a project or meet a deadline
      Organize your contact lists to separate business contacts from family and friends
      Keep your messages simple and to the point; avoid unnecessary chitchat
      Don’t’ use IM to send confidential or sensitive info
      Be aware that instant messages can be saved
      Show patience by not blasting multiple messages to coworkers if a response is not immediate
      Keep your present status up-to-date so that people trying to reach you don’t’ waste their time
      Beware of jargon, slang, and abbreviations which may be confusing and unprofessional
      Use proper grammar
    • Writing info & procedure email messages & memos
      Information and procedure messages distribute routine information, describe procedures and deliver instructions
      They typically flow downward from mngt to employees and relate to the daily operations of an organization
      You have one function in writing these: conveying your idea so clearly that no further explanation is necessary
      Procedure and instructions are often written in numbered steps using command language (Do this, don’t do that)
      Visit www.meguffey.com for more info on how to write instructions
    • Writing Requests and reply email messages and memos
      Use the direct approach in routine requests for info or action, opening with the most important question, a polite command, or a brief introductory statement
      If you are seeking answers to questions, you have 3 options for opening the message: 1) ask the most important question first, followed by an explanation and then the other questions, b) use a polite command (Please answer…) or c) introduce the questions with a brief statement (“Your answers to the following questions will help us…”)
    • Replying to email and memo requests
      Much business correspondence reacts or responds to previous messages
      When replying to an email, memo, or other document, be sure to follow the three step process: Analyze your purpose and audience, collect whatever is necessary and organize your thoughts; make a brief outline of the points you plan to cover
    • NEXT TIME…
      We’ll cover Chapters 6 and 7.
      Homework: Prepare for Oral Presentation 3- Group Prepare for your oral presentation (group) on the following topic:
       
      Health care reform.  Is our country headed in the right direction with healthcare?
       
      BE SURE you do enough research and discussion as a team to develop a solid 10-12 minute team presentation.  You are required to use visual aids for this presentation (Power Point, poster, or handouts).