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Routine e mail messages and memos - chapter 8 nov 12 (1)
1. Welcome To
Routine E-Mail Messages
and Memos
Presented by:
Walla, Kazi, Justin and Linda
Content derived from chapter eight of the book Business Communication: Process
and Product written by Dr. Mary Ellen Guffey.
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. 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
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. 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. 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
9. STRUCTURING E-MAIL MESSAGES
A well structured e-mail message contains four
parts:
1. Informative subject line
2. An conscious opening
3. A body that is easy to comprehend
4. An appropriate closing
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 line
DID YOU KNOW? The average subject line displays
about 35 characters.
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. # 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. # 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”
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. 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
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. 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
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. 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
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. In Summary
• Distribute Memo
– Review Ten key points
• Distribute Crossword
• Want to learn more?
27. Zenome Sub Category Link
http://www.zenome.com/directory
/index.php?parentID=007.063.00
8&desc=08-
Editor's Notes
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
