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Chapter 5: Memorandums , E-Mail, and routine Message s

Chapter 5: Memorandums , E-Mail, and routine Message s. Memo Format & Organization. Memo Format & Organization. Formatting Lists for Memos & E-mails. Present three or more related ideas as a record 1 - Horizontally (Make list appears in sentence) OR

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Chapter 5: Memorandums , E-Mail, and routine Message s

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  1. Chapter 5:Memorandums, E-Mail, and routine Messages

  2. Memo Format & Organization

  3. Memo Format & Organization

  4. Formatting Lists forMemos & E-mails Present three or more related ideas as a record 1 - Horizontally (Make list appears in sentence) OR 2 - Vertically (Tabulate list) Ex: Vertical: Horizontal: 1) One There were four fruits: 2) Two apples, oranges, bananas 3) Three watermelons.

  5. Paper Memo vs. E-mail -Use a memo when the following are a primary concern: - Legal issues - Confidentiality - Document integrity -Do NOTinclude informal & complimentary salutations

  6. General Email Guidelines • Keep it brief • Be aware e-mail is not the only option • Compose crucial messages offline • Follow organizational rules • Separate company emails from personal emails • Balance speed and accuracy

  7. General Email Guidelines • Avoid emoticons • Be aware that email is not always private • Do not write angrily • Do not send unnecessary messages • Protect yourself and your company

  8. Reading and Processing Messages

  9. Formatting and Writing E-Mail Formatting E-mail • Type the e-mail address correctly • Set a specific subject line • Keep text around 70 characters • Use a mix of upper- and lowercase letters • Keep paragraphs and sentences short

  10. Formatting and Writing E-Mail Writing E-mail • Use Appropriate greetings • Get to the point immediately • Use lists if necessary • Remember to sign off with complimentary close

  11. Formatting and Writing E-Mail Writing E-mail • Identity yourself ( name, professional title, telephone number, etc.) • Use common sense for attachment • Run a spell check

  12. Replying to E-Mails • Reply ASAP • Modify Distribution List • Do No always include original message http://www.recover-files.ca/recover-email.html

  13. Replying to E-Mails • Avoid Indiscriminately Forwarding Emails • Be Patient • Inform your absences • Protect and Respect Authorship

  14. Email Style & Tone Style Types • Semi-formal (casualty writing) • Formal (professional writing) Tone • Consider your recipients needs • Visualize recipients responses • Proofread • Use appropriate tone

  15. Routine Messages

  16. Instant Messaging (IM) • New to the business world • Similar guidelines as E-Mails: • Limit the use of abbreviation • Use of natural mix of upper and lowercase • Keep conversations to a few people at a time • set status flags to away or busy http://cdn.crackberry.com/files/u10880/IM.jpg

  17. Bibliography • Colorado State University. "Writing Guides." Writing Guides. Colorado State University, n.d. Web. 12 Nov. 2012.<http://writing.colostate.edu/guides/ index.cfm>. • Desai, Mayur S., Jeff Hart, and Thomas C. Richards. "An IT Manager's View On E-Mail And Policies And Procedures." Journal Of Instructional Psychology 36.4 (2009): 319-322. Academic Search Complete. Web. 12 Nov. 2012. • Dykstra, De Vee E. "Integrating Critical Thinking And Memorandum Writing Into Course Curriculum Using The Internet As A Research Tool." College Student Journal 42.3 (2008): 920-929. Academic Search Complete. Web. 12 Nov. 2012. • "E-mail." Wikipedia. Wikimedia Foundation, 11 Sept. 2012. Web. 12 Nov. 2012. <http://en.wikipedia.org/wiki/E-mail>. • Facebook Page: Email Etiquette. (2011). Facebook. Retrieved October 27, 2012 from http://www.facebook.com/emailetiquette • Greenhall, Margaret. Report Writing Skills Training Course: How to Write a Report and Executive Summary and Plan, Design and Present Your Report : An Easy Format for Writing Business Reports. Lancashire: Universe of Learning, 2010 • @HurleyWrite. Twitter.com. Web. 12 Nov. 2012.

  18. Bibliography • Jim. "MajorGeeks Support Forums." How to Start Writing a Professional Email - MajorGeeks Support Forums. Producers & Geekware Aficionados, Sept. 2000. Web. 12 • Journal of Business and Technical Communication, October 2012; vol. 26: pp. 1-514, first published on May 30, 2012 • Meyer, Carolyn Margaret. Communicating for Results: A Canadian Student's Guide. 2nd ed. Don Mills, Ont.: Oxford UP, 2010. Print. • "N/A." Newsletter Signup (Feb. 2009): n. pag. Business Writing Ideas. Tash Hughes, Feb. 2009. Web. 16 Nov. 2012. <http:// www.wordconstructions.com.au/subscribe.php>. • The Key Forms of Business Writing: Basic Memo. Dir. UpWritePress. Perf. N/A.YouTube. YouTube, 09 Mar. 2009. Web. 16 Nov. 2012. <http://www.youtube.com/watch?v=n5Zyn9y_MDs>. • The Key Forms of Business Writing: E-Mail. Dir. UpWritePress. Perf. N/A. YouTube. YouTube, 09 Mar. 2009. Web. 16 Nov. 2012. <http://www.youtube.com/watch?v=887bWEduy8I>.

  19. Our Zenome Please come visit our Zenome for more information http://zenome.com/directory/index.php?parentID=007.065.005.999&pageNumber=1&orderBy=r&count=12 Thank you for listening!

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