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Correspondence Media for Engineers

Correspondence Media for Engineers. Which to use? Phone E-mail Memo Business letter Tweet Text message Instant Message. Criteria for Media Selection. Recipients’ preferences Reply or forwarding requirements Security concerns Importance or length of the communication

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Correspondence Media for Engineers

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  1. Correspondence Media for Engineers • Which to use? • Phone • E-mail • Memo • Business letter • Tweet • Text message • Instant Message

  2. Criteria for Media Selection • Recipients’ preferences • Reply or forwarding requirements • Security concerns • Importance or length of the communication • In-your-face factor

  3. Business Correspondence Style • Indicate the topic and purpose in the first sentence. • Identify the context of the communication. • Provide an overview of the communication. • Keep paragraphs short. • Use headings in longer communications. • Use bulleted and numbered lists for readability. • Use a brief, succinct writing style. • Use the “you” writing style. • Indicate action expected of the recipient.

  4. Tricky Situations • Tell the boss “no.” • Tell a client “no.” • Admit a mistake. • Assert that you did not make the mistake. • Point out a mistake. • Persuade a client or colleague. • Communicate bad news. • Request reimbursement. • Issue an unpleasant directive.

  5. Business Letter Format Date Heading (sender’s address) Inside address (recipient) Salutation (punctuated with a colon) Body (multiple paragraphs) Complimentary close Signature block

  6. Memo Format DATE: TO: FROM: SUBJECT: (Body: multiple paragraphs)

  7. Important E-Mail Functions • Save e-mail to meaningfully named folders. • Keep copies of e-mail sent. • Be able to search e-mail. • Create and use distribution lists. • Create and use a signature. • Use templates. • Proofread e-mail carefully (watch for missing words!). • Plan for e-mail access while on the road.

  8. E-Mail Style • Use caution with informal style. • Seek brevity even more than in business letters. • Compose specific, motivating subject lines. • State context early—assume recipient amnesia. • State important information first. • Keep paragraphs short. • Proofread carefully—watch for missing words! • Use headings, lists, highlighting if they increase readability. • Be careful with automatic replies.

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  10. Internet Media • Forums • Blogs • Online meeting applications • Social media: • Websites (e.g., Facebook, LinkedIn) • Microblogs (e.g., Twitter) • Google: • Docs • Drive • Circles

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