Business Writing:

1. Business Writing: Memos, Email, IM

2. Overview • Memos: Review of Organization and Format • Emails—a special form of memos • Instant Messaging (IM)

3. Characteristics of Successful Memos • Headings: Date,To, From, Subject • Single topic • Conversational tone • Conciseness • Graphic highlighting

4. Organization of Memos • Subject line • Budget Meeting June 3, 10 a m • Opening • Indirect (ineffective) • Direct (effective) • Body • Closing This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments.

5. Formatting Hard-Copy Memos DATE: Current TO: Rob Montaine FROM: Heidi Chan SUBJECT: STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about stationery for memos in the organization Please examine the enclosed samples and call me if you have additional questions Enclosures Sincerely 1 25” side margins Jagged right edge 2 blank lines here

6. Memo Example DATE: Current TO: Kim Johnson, Corporate Communications FROM: Tim Rudolph, CEO SUBJECT: DEVELOPING STAFF E-MAIL POLICY Please draft a policy outlining appropriate e-mail use for employees. Our company needs such a policy because I have received reports of misuse including offensive statements, pornography downloads, and even gambling. Here are a few points that the policy should cover: • E-mail is for business only. • E-mail messages may be monitored.

7. No pictures or other attachments should be sent without valid reason. • E-mail should not be used to discuss personnel matters. Please submit a draft to me by October 1 so a policy can be completed by November 1. Call me at 836-3155 if you have questions.

8. Overview • Memos: Review of Organization and Format • Emails—a special form of memos • Instant Messaging (IM)

9. Prevalence of Email • In an average work day, how much time do you spend reading and sending email • messages? • a. 10 minutes • b. 20 minutes • c. 2 hours • d. None http://www.thevetrecruiter.com/articles.htm#email

10. Email: Special Memos • Include a salutation • Use word-wrap • Double space between single-spaced paragraphs • Use complete sentences with upper and lowercase letters • Include a signature block

11. Smart E-Mail Practices Content, Tone, and Correctness • Consider composing offline • Be concise • Don’t send anything you wouldn’t want published • Don’t use e-mail to avoid contact • Resist humor and tongue-in-cheek comments Netiquette • Limit any tendency to send blanket copies • Never send “spam” • Consider using identifying labels (FYI, ACTION) • Use capital letters ONLY for emphasis or titles • Don’t forward without permission • Reduce attachments

12. Smart E-Mail Practices Reading and Replying to E-Mail • Scan all messages before replying to any • 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 • Never respond when you’re angry • Check response before hitting “Send” • Assume that all emails are monitored

13. Big Brother IS Watching! • 25% have terminated employees for e-mail misuse • 55% retain and review messages • 86% let the employees know their email is being monitored • 84% have email policies • 20% had email subpoenaed • 13% had workplace lawsuits triggered by employee email AMA/ePolicy Institute Research http://www.amanet.org/research/pdfs/EMS_summary05.pdf

14. Overview • Memos: Review of Organization and Format • Emails—a special form of memos • Instant Messaging (IM)

15. Email and IM • Google blends instant messaging with e-mail • IM not just for teenagers and college students • Biggest benefit to project work teams • "Instant messaging could well be the dial tone of the future — albeit a silent one." http://www.msnbc.msn.com/id/11206305/ http://www.microsoft.com/smallbusiness/resources/technology/communications/10_tips_for_using_instant_messaging_for_business.mspx http://www.entrepreneur.com/article/0,4621,324452,00.html

16. Instant Messaging in Business • Pro: Saves time and effort • DO: Keep messages concise and simple • Pro: Improves customer service • DO: Create separate work/social buddy lists • DO: Use an identifiable username • DO: Update your status throughout the day • Pro: Enables persistent connection • Con: Security risks • DO: Be aware of virus and related security risks • DON’T: Share personal data or information via IM http://www.microsoft.com/smallbusiness/resources/technology/communications/10_tips_for_using_instant_messaging_for_business.mspx http://www.entrepreneur.com/article/0,4621,324452,00.html

17. IM in Business • Con: Creates new legal risks • DO: Adopt a user policy for instant messaging • DON'T: Use instant messaging to communicate confidential or sensitive information. • DO: Be aware that instant messages can be saved. • DON'T: Compromise your company's liability, or your own reputation. • Con: Decreased productivity • DON'T: Allow excessive personal messaging at work. • Con: Limited interoperability between IM systems

18. What is Your Position? • With your teammate, create a company policy that covers both email and IM • Draft a memo in Word format (can format manually or use a Word template) • Apply proper memo formatting and organization guidelines • Submit as attachment to email by Wednesday, March 27 • prattja@uwec.edu • HiltonTS@UWEC.edu

19. Go Forth and Communicate Clearly and Responsibly