Chapter 5: Electronic messages & memorandums

1. BS 150 Chapter 5: Electronic messages & memorandums

2. People exchange information externally and internally In today’s workplace, you will be expected to collect, evaluate and exchange information in clearly written messages Written messages fall into 1 of two categories: paper-based and electronic Paper based messages include business letters and memos Electronic messages include email, instant messaging, text messaging, podcasts, blogs, and wikis Communicating at work

3. Uses: business letters, interoffice memos Employees use memos primarily to convey confidential info, emphasize ideas, deliver lengthy documents, or lend importance to a message Communicating with paper based messages

4. Email: involves the transmission of messges through computers and networks; users can send messages to a single recipient or broadcast them to multiple recipients Email is most appropriate for short messgaes that deliver routine requests and responses Instant messaging: More interactive than email, IM involves the exchange of text messages in real time between 2 or more people logged into an IM service Communicating with electronic messages

5. Text messaging Podcasts: a podcast is a digital media file that is distributed over the Internet and downloaded on portable media players and personal computers; podcasts can be syndicated, subscribed to, or downloaded automatically when new content is added Blog: a web site with journal entries usually written by one person with comments added by others Wikis: a web site that enables multiple users to collaboratively create and edit pages Communicating with electronic messages

6. Perform critical tasks such as informing employees, requesting data, supplying responses, confirming decisions, and giving directions Email is not a substitute for face-to-face conversations, telephone calls, business letters, or memorandums Organizing email messages & memos

7. 4 parts: 1) an information subject line that summarizes the message, 2) an opening that reveals the main idea immediately, 3) a body that explains and justifies the main idea, and 4) an appropriate closing In emails and memos an informative subject line is mandatory It summarizes the central idea, thus providing quick identification for reading and for filing Messages without subject lines may be automatically deleted Components of email messages & memos

8. Subject lines summarize the purpose of the message in abbreviated form Explains the purpose of the message and how it relates to the reader Direct emails and memos open by revealing the main idea immediately The body provides more info about the reason for writing; it explains and discusses the subject logically Writing the EMAIL

9. Generally close an email message or a memo with 1) action information, dates and deadlines; 2) a summary of the message; or 3) a closing thought Email messages and hard copy memos are similar in content and development but their formats are slightly different Writing the email(cont’d)

10. Email greeting- shows friendliness and indicates the beginning of the message When keying the body of an email, use standard caps and lower case characters Email messages are most helpful when they conclude with the writer’s full contact information Formatting emails

11. If you are preparing a memo on plain paper, set 1 inch top and bottom margins and left and right margins of 1.25 inches Provide a heading that includes the name of the company plus “Memo” or “Memorandum” Begin the guide words a triple space (2 lines) below the last line of the heading Key in bold the guide words: Date:, To:, From:, and Subject: Formatting interoffice memos

12. To deliver a long or formal document, send a cover email with an attachment Be sure to include identifying info, including the date, sender, receiver and subject Preparing memos as email attachments

13. Internal email and hard copy memos usually carry direct messages that are neither sensitive nor persuasive They require careful writing to be clearly and quickly understood Use the 3 phase writing process to analyze, anticipate and adapt (what am I writing and why am I writing it? How will the reader react?) Research, organize and compose- gather background info; put it in an outline, compose your message, and revise for clarity, correctness and feedback Revise, proofread, and evaluate Using the writing process to create effective internal messages

14. Compose your message offline Get the email address right Avoid misleading subject lines Apply the top of screen test (When readers open your message and look at the first screen, will they see what is most significant? Your subject line and first paragraph should convey your purpose) Email best practices

15. Although email seems as casual as a telephone call, it’s not It produces a permanent record Be concise Don’t’ send anything you wouldn’t want published Don’t use email to avoid contact Care about correctness and tone Resist humor and tongue-in-cheek comments Content, tone and correctness

16. Send emails only to people who really need to see a message Consider using identifying lables (Action, Re, REQ) Use capital letters only for emphasis or for titles Don’t forward without permission and beware of long threads netiquette

17. Scan all messages in your inbox before replying to each individually Print only when necessary Acknowledge receipt Don’t automatically return the sender’s message Revise the subject line if the topic changes Provide a clear, complete first sentence Reading and replying to email

18. Don’t use company computers for personal matters unless your company specifically allows it Assume that all email is monitored Personal use

19. Design your messages to enhance readability, and double check before sending Other smart email practices

20. People like instant messaging because of its immediacy A user knows right away whether a message was delivered It avoids playing phone tag and eliminates the downtime associated with personal telephone conversations It saves money Using instant messaging professionally

21. Learn about your org’s IM policies Make yourself unavailable when you need to complete a project or meet a deadline Organize your contact lists to separate business contacts from family and friends Keep your messages simple and to the point; avoid unnecessary chitchat Don’t’ use IM to send confidential or sensitive info Be aware that instant messages can be saved Show patience by not blasting multiple messages to coworkers if a response is not immediate Keep your present status up-to-date so that people trying to reach you don’t’ waste their time Beware of jargon, slang, and abbreviations which may be confusing and unprofessional Use proper grammar Best practices for instant messaging

22. Information and procedure messages distribute routine information, describe procedures and deliver instructions They typically flow downward from mngt to employees and relate to the daily operations of an organization You have one function in writing these: conveying your idea so clearly that no further explanation is necessary Procedure and instructions are often written in numbered steps using command language (Do this, don’t do that) Visit www.meguffey.com for more info on how to write instructions Writing info & procedure email messages & memos

23. Use the direct approach in routine requests for info or action, opening with the most important question, a polite command, or a brief introductory statement If you are seeking answers to questions, you have 3 options for opening the message: 1) ask the most important question first, followed by an explanation and then the other questions, b) use a polite command (Please answer…) or c) introduce the questions with a brief statement (“Your answers to the following questions will help us…”) Writing Requests and reply email messages and memos

24. Much business correspondence reacts or responds to previous messages When replying to an email, memo, or other document, be sure to follow the three step process: Analyze your purpose and audience, collect whatever is necessary and organize your thoughts; make a brief outline of the points you plan to cover Replying to email and memo requests

25. We’ll cover Chapters 6 and 7. Homework: Prepare for Oral Presentation 3- Group Prepare for your oral presentation (group) on the following topic: Health care reform.  Is our country headed in the right direction with healthcare? BE SURE you do enough research and discussion as a team to develop a solid 10-12 minute team presentation.  You are required to use visual aids for this presentation (Power Point, poster, or handouts). NEXT TIME…