More Related Content
What's hot
Similar to Electronic Communication GB512-William Zink
Similar to Electronic Communication GB512-William Zink (20)
Electronic Communication GB512-William Zink
- 1. Electronic Communication: For a Diverse Audience William K. Zink III GB 512: Business Communications
- 2. Email Essentials: Clear and concise subject line Make your point in the beginning Specify deadlines and actions required Include contact information
- 3. Email Etiquette: Know whether to CC or Bcc Know the difference between Reply and Reply All Prioritize the email in terms of urgency Use spell check
- 4. Email Etiquette (continued): Keep it professional, short, and relevant Send seperate messages for seperate subjects Include attachments if necessary, but hyperlinks are better Make sure the tone and content remain relevant
- 5. Things to Avoid: Acroynms Texting language All caps Grammar and punctuation errors
- 6. Further Things to Avoid: Unnecessary jargon or lingo Huge attachments Humor, subtleties, and inappropriate language Useless subject lines
- 7. Practice Email Guidelines: Action plan or deadline Introduction/Salutation Supporting information Conclusion Signature
- 8. References:: Flood, T. E. (2008). MBA Fundamentals: Business Writing. New York, NY: Kaplan Publishing Kousek, S. (2008). Beyond e-mail 101: Tips for Writing More Effective E- mail. Public Relations Tactics, 15(2), 24-25. Weiss, E. H. (2005). The Elements of International English Style. Armonk, NY: M.E. Sharpe.
Editor's Notes
- When writing email it is essential to be as clear and concise in the subject line so that the recipient will read the message and respond if necessary. Time is an important value for everyone, so getting to the point shows that you understand this idea and respect the time of those who read your emails this will also help in the response process. By specifying deadlines and actions required it makes it easier for the recipient to respond in a timely fashion and do what is necessary in terms of priority. To help with this it is best to include contact information within the email so that they can respond in the best way appropriate again showing the value of other people’s time and further gauranteeing a response.
- When you send an email it is important to include those people who are on a need to know basis, but it is not good to let others know especially if the information is confidential. It is important to know whether you need to include just the last email in the conversation or all emails included in the conversation because by not including relevant information it makes it hard to get an accurate and quick response. Also, when sending an email it is important to let the recipient know whether the email is urgent or not so that they can respond accordingly otherwise it can be lost and require the email to be resent. Always proofread your emails and use spell check because if a word is mispelled or misused it can make it hard to understand the purpose of the email and make you and the organization look like a fool.
- Emails should be treated as if you are writing a professional letter to a boss, colleague, client, or customer. When you email if you don’t separate subjects by sending different emails it makes it hard for the recipient to respond to what is needed and could lead to a deleted email. If you refer to a document include the document or a hyperlink to the document whichever is appropriate, so that the email can be downloaded easily and relevant information is available. When writing email it should not be written as if writing to a friend or relative, so the tone needs to remain professional and the information relevant to the business or organization.
- When writing emails to anyone we should not make the assumption that they understand the acronyms we use in our business our organization and it doesn’t keep the tone professional. Using text language is inappropriate in business and should be avoided at all costs because it is easy to misinterpret and makes the organization look lazy. Using all caps makes your email come across as you are mad or annoyed thus sending a bad message to the recipient if there is an issue troubling you call the person or speak to them in person if appropriate. Making grammatical and puncuation mistakes can throw a reader off as well as limit the effectiveness of the email and conversation, so always proofread.
- When you are writing an email it must be professional and appropriate to the audience and thus jargon and lingo need to be avoided because not everyone will understand the intention or meaning behind it. Also, including huge attachments makes it hard for the reader to get to the actual email message because it takes to long to download. Remember it is a professional audience that you are addressing in the email meaning jokes, humor, subtleties, and inappropriate language draws away from the messages purpose and can sometimes irritate the reader. Useless subject lines can cause the recipient to trash the email or ignore it making it hard to respond to action items or deadlines.
- By following these simple guidelines you can ensure that your email will be read and responded to appropriately and with proper urgency.