Routine e mail messages and memos - chapter 8 nov 12 (1)

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Business Communication Process and Product 1st custom Ed
Chapter 8 Routine Emails Messages and Memos

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  • The subject line must be compelling in order to instantly capture the attention of the reader and avoid getting the e-mail message deletedA subject line provide the e-mail with a solid start and summary of the message E-mail messages with a vague subject line can instantly be marked as junk mail without being read
  • Look at where we will add other media… acetate, chalkboard, white board,
  • Think Simple Now  Thinksimplenow.com provides greater depth to our subject by extending beyond just the how to of formatting emails, and by providing some emphasis on the psychological aspects that are worth considering in the email process. One example of such is the site’s brief, yet effective, summary of the importance of taking the time to truly define your email’s target recipients. In other words, considering the amount of emails that said person receives in a day, or the types of emails that they receive can help you format your email appropriately by tailoring to the recipients needs.
  • Article on Recall  This source not only provides some insight into the mechanics of email formatting, but also stresses the importance of proper formatting in terms of the audience’s reception and more importantly: their retention of the message. Furthermore, it adds an empirical dimension to the content of our website by assessing the effects of both formatted and unformatted emails using concrete evidence.  · http://bryanmarshall.com/research/2009_Marshall_Cardon_CIIMA.pdf 
  • BUNU The formatting structure of emails and memos is arguably universal and as a result, research on the matter can produce redundant results. However, it is essential to ensure that some aspects of the email and memo format are written as effectively as possible. Sites like bunu.com fulfill that need for elaboration by offering in-depth analyses on a crucial element within the structure. As an example, Bunu.com focuses primarily on the subject line. http://www.bunu.info/excellent-strategies-for-writing-effective-email-subject-lines/ 
  • .EDU The Azusa Pacific University’s IMT: Technology Training web page offers a variety of supplemental information pertaining to email etiquette. It should be noted that the site further offers information concerning email policies and examples of “hoax” emails, however, these tools were intended to relate solely to Azusa Pacific University. The Email etiquette section includes a helpful PDF summary of key points within the formatting process and even touches on important aspects such as distinguishing when to use emoticons and abbreviations.  http://www.apu.edu/imt/training/instructions/email/guidelines/ 
  • Slideshare Slideshare.net is a phenomenal learning tool that contains divers presentations on numerous subjects. As such, slideshare.net contains a valuable alternative form of presenting the topic of email formatting of which students may benefit. The presentation entitled “Business Writing: The Easy, Modern, Stress-free Method” contains many helpful tips and suggestions, presented in an easy to follow format.  http://www.slideshare.net/alfailmu/2011-biz-english-easy-modern-stress-free-linkedin-9159789
  • LinkedIn With the rise of social networks and the increasing use of instant messaging tools (ie. Texting), the concern over the inefficiency of emailing has increased accordingly. LinkedIn, a popular business networking site, hosts an open discussion on said concern providing a universal opportunity for individuals to voice their concerns and seek insight from those with similar concerns or constructive opinions. http://www.linkedin.com/answers/management/change-management/MGM_CMG/860305-105784034?browseCategory=MGM_CMG
  • http://job.sagepub.com/content/9/3/5.shortJournal of business communication
  • http://www.youtube.com/watch?v=n5Zyn9y_MDs&feature=player_embedded
  • http://en.wikipedia.org/wiki/Email
  • http://blogs.hbr.org/silverman/2009/04/how-to-revise-an-email-so-that.html
  • http://www.amazon.com/Writing-Effective-Mail-Communication-Fifty-Minute/dp/1560526815
  • Routine e mail messages and memos - chapter 8 nov 12 (1)

    1. 1. Welcome ToRoutine E-Mail Messages and Memos Presented by: Walla, Kazi, Justin and LindaContent derived from chapter eight of the book Business Communication: Process and Product written by Dr. Mary Ellen Guffey.
    2. 2. Learning Objectives• Demonstrate how a defined writing process can produce more effective email messages and memos• Explain the basic structure and formatting principals for email messages and memos• Outline best email practices
    3. 3. Learning Objectives• Understand how to write messages that provide information or procedures• Understand how to best write request or reply messages• Explain the best way to write messages that serve as confirmation
    4. 4. DEFINING THE WRITINGPROCESS
    5. 5. Prewriting• Analyzing the main reasons of writing the E- mail or the Memo• Anticipating the impact the message will have on the reader• Adapting the message to the reader`s need & interests
    6. 6. Writing• Researching & collecting information on the about the subject of interest• Organizing the message by making an outline of the points to cover• Composing the first draft by grouping related information into short paragraphs
    7. 7. Revising• Reconsidering the message for any lack of clarity and lack of explanation• Proofreading the sentences for typos, grammar mistakes, and misspelled words• Evaluating the contents of the message for receiving quick feedbacks
    8. 8. BASIC STRUCTURE ANDFORMATTING
    9. 9. STRUCTURING E-MAIL MESSAGES A well structured e-mail message contains four parts:1. Informative subject line2. An conscious opening3. A body that is easy to comprehend4. An appropriate closing
    10. 10. # 1 The Subject Line• An informative subject line is used to state the purpose of the message in abridged form• The importance of the subject line• Make sure to use key words in the subject lineDID YOU KNOW? The average subject line displaysabout 35 characters.
    11. 11. # 2 The Opening• Busy readers want to be able to know immediately the content of the message they are reading• Opening states the purpose concisely and highlights the main ideas Textbook example : • Indirect opening: “For the past six months the Human Resources Development Department has been considering changes in our employees‟ benefit plan.” (p.158) • Direct opening: “Please review the following proposal regarding employees‟ benefits, and let me know by May 20 if you approve these changes.” (p.158)
    12. 12. # 3 The Body• Only one topic is discussed in the body in order to help the reader act on the subject• The body is designed for easy comprehension• Use numbered lists to design your date comprehensively
    13. 13. # 4 The Closing• Readers search for deadlines in the closing• End message with: • Information about deadlines and dates  “Make sure that your report is submitted by November 18” • A summary of your message  “Attending those five conferences will help you succeed in this company” • A closing thought  “Looking forward to meeting you”
    14. 14. BEST EMAIL PRACTICES
    15. 15. Best Email practices• Write your email using a processing program to avoid losing your writing• Double check the email address by using your electronic address book• Make sure your subject line is relevant and helpful• Be concise; avoid writing unnecessary information• Beware of what you send - Email is permanent• Don‟t use email to avoid contact and conflicts
    16. 16. Best Email practices• Words and writing style affects the reader• Avoid writing messages In caps, use when necessary only• Reduced attachments for downloading and virus purposes• Proof read your email before you send it• Revise the subject line if topic changes, to keep records• Care about spelling and avoid sloppy emails
    17. 17. WRITING INFORMATION &PROCEDURE MESSAGES
    18. 18. Writing Information and Procedure E-Mail Messages and Memos• Writing objective is to convey clear messages typically on daily operations• Messages usually flow downward in the organization• Follow proper writing process and message structure• Message should come across as positive
    19. 19. Writing Information and Procedure E-Mail Messages and Memos• Message should convey to reader what they „should do‟• Use action verbs and numbered steps• Watch your tone! – Explain change don‟t lay blame – Highlight benefits don‟t accuse – Give reasons and be positive
    20. 20. WRITING REQUEST ANDREPLY MESSAGES
    21. 21. Making Requests• Use the direct approach:  Start by asking the most important questions with an explanation  Make sure to use polite command• Be specific with your deadlines, in order to encourage procrastinators to get their work done on time
    22. 22. Replying to Requests• Follow the 3x3 writing process when replying to an e-mail• Organize your ideas• Use a sympathetic and direct opening• Start by answering the writer‟s questions• Have a systematic order when providing the requested information• Be specific in spelling it out
    23. 23. WRITING CONFIRMATIONMESSAGES
    24. 24. Writing Confirmation Messages• Serves as a permanent record• Preserves proper formatting• Be sure to emphasize key points• Clearly identify the individuals involved• Request feedback• Criticism: too many “cover-your-tail” messages
    25. 25. In Summary• Distribute Memo – Review Ten key points• Distribute Crossword• Want to learn more?
    26. 26. ADDITIONAL WEBRESOURCES
    27. 27. Zenome Sub Category Linkhttp://www.zenome.com/directory/index.php?parentID=007.063.008&desc=08-

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