Chapter 6 Writing Memos and Electronic Communication

1. Chapter 6 Chapter 6 Writing Memos and Electronic Communication Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

2. Chapter 6 Benefits of E-Mail • Reduces paper waste • Conveys convenient communication • Reduces telephone bills • Reduces telephone tag and interruptions • Eliminates time barriers • Allows one message to be sent to multiple recipients Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

3. Chapter 6 Guidelines for Preparing Effective Memos and E-Mail Messages • Use standard headings (to, from, date, subject) • Limit the message to a single topic directed toward a receiver’s needs • Use jargon, technical words, and shortened terms selectively • Use graphic highlighting to enhance readability • Provide a useful subject line • Sequence ideas based on reader reaction Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

4. Chapter 6 Elements of an Effective Subject Line • Helps reader sort through a crowded mailbox • Describes content in an understanding way • Will be meaningful in the future • Is followed with a restatement of the subject Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

5. Chapter 6 Netiquette Fundamentals • Check e-mail promptly • Do not contribute to e-mail overload • Use e-mail for appropriate messages • Send short, direct messages • Do not send e-mail evoking emotion • Beware of e-mail viruses and hoaxes • Develop e-mail organization habits Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

6. Chapter 6 A a E-Mail Formatting Guidelines • Include appropriate salutation and closing • Limit message to one screen • Keep line length and paragraphs short • Use mixed case • Use emoticons and e-mail abbreviations in moderation • Include signature file • Proofread message Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

7. Chapter 6 Creating Designing Maintaining Publishing Process of Web Development Useful Web Pages Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

8. Chapter 6 Guidelines for Developing Web Communications • Design a tightly organized home page • Assure a united look and feel • Use graphics effectively • Understand the needs of the end user Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning