mgmt
hyy362
Chapter51.pptxShort Workplace Messages and Digital Media
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Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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E-Mail Is Not Going Away
Preferred channel for most business messages
Emails cost businesspeople two hours or more each day
Substitute for some letters to external audiences
How much do you use email - at work or at school?
Complaints About E-Mail
E-mails are confusing and poorly written.
Poor texting and social media habits affect e-mail skills.
The number of daily e-mails is overwhelming.
Many business school graduates lack writing skills.
Complaints About E-Mail
E-mail is blurring the line between work and leisure.
Messages are permanent and can be used in court.
A quarter of bosses have fired workers for violations.
Face-to-face and phone conversations are richer than e-mail.
Cover document when sending longer attachments
When E-Mail Is Appropriate
Short, informal messages requesting information or responding to inquiries
Effective for multiple recipients and messages that must be archived
Subject Line
Summarize the main idea in condensed form.
Avoid meaningless words such as Help, Important, or Meeting
Writing Plan for Informational E-Mails
Opening
Include a greeting such as Hi, Lily; Thanks, Lily; or Greetings, Lily.
Reveal the main idea immediately but in expanded form.
Writing Plan for Informational E-Mails
Body
Writing Plan for Informational E-Mails
Explain and justify the main idea.
Group similar ideas together.
Use headings, bulleted lists, and other high-skim techniques when appropriate.
Avoid wordiness but don’t sacrifice clarity.
Closing
Writing Plan for Informational E-Mails
Conclude with the following information as appropriate:
Include full contact information in a signature block.
Action statement with due dates or deadlines
Summary of the message
Closing thought
Check your e-mail at set times, twice or three times a day.
Let your coworkers know about your schedule for responding.
Apply the “two-minute rule.”
Controlling Your Inbox
Best Practices for Better E-Mail
Don’t write if another channel might work better.
Send only content you would want published.
Write compelling subject lines, possibly with names and dates:
Getting Started
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Best Practices for Better E-Mail
Scan all e-mails, especially those from the same person. Answer within 24 hours or say when you will.
Change the subject line if the topic changes.
Practice down-editing
Replying
Use headings and lists.
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Best Practices for Better E-Mail
Obtain approval before forwarding.
Soften tone by using friendly opening and closing.
Resist humor and sarcasm..
Etiquette
Avoid writing in ALL CAPS.
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Best Practices for Better E-Mail
End with due dates, next steps, or a friendly remark.
Add your full contact information.
Edit for readability. Proofread for typos.
Closing
Double-check before hitting Send.
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Top Ten E-Mail Mistakes That Can Derail Your Career
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Responding when angry
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Including inappropriate content (e.g., off-color jokes and other statements you will later regret)
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Not personalizing your message (e.g., skipping the salutation)
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Forgetting a subject line or failing to change it to match the “thread”
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Making address goofs
Top Ten E-Mail Mistakes That Can Derail Your Career
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Forgetting to check for spelling and grammar
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Expecting an instant
response
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Completing the “To” line first
(to avoid hitting send prematurely)
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Copying and forwarding recklessly
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Thinking no one else will ever see your e-mail
Informational Email
Please take a look at “Radical Rewrite” 5.1 on page 140.
With a partner, list at least five weaknesses in the message.
How - in general terms - would you rewrite the message to avoid these problems?
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When to Write Memos
Message is too long for e-mail.
Permanent record is required.
Formality is needed.
Recipient doesn’t have e-mail.
Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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Benefits of Instant Messaging and Texting
Real-time communication with colleagues anywhere in the world.
Immediate sharing of information allows for quick decisions.
Instantly connects dispersed coworkers.
TEXTING
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Risks of Instant Messaging and Texting
Distractions in addition to the telephone, e-mail, and the Web
Potential for leaks of privileged information
Legal liability, for example when texting and driving
TEXTING
Inappropriate uses such as bullying and sexting
Key and Peele “Text Message Confusion”
(From 2 Min 14 Sec) https://www.youtube.com/watch?v=naleynXS7yo
Key and Peele text message confusion
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Best Practices for Instant Messaging and Texting
Follow your organization’s policies.
Avoid harassment and discriminatory content.
Don’t damage your - or your organization’s - reputation.
Don’t text or IM while driving.
Care about correctness. Proofread!
If personal messaging is allowed at work, keep it to a minimum.
Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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Using Social Networking Sites Do:
Learn your company’s media policies.
Separate work and personal data.
Avoid sending personal e-mail, IM messages, or texts from work.
Avoid inappropriate sites and material.
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Don’t spread rumors, gossip, and negative defamatory comments.
Don’t download free software and utilities to company machines.
Don’t open attachments sent by
e-mail.
Using Social Networking Sites Don’t:
Don’t watch streaming videos.
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Questions?
