final self-reflection
coral3333
Chapter51350.pptxShort Workplace Messages and Digital Media
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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“Email In Real Life”
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E-Mail Messages and Memos
Electronic messages
Instant messaging
Text messaging
Podcasts
Wikis
Blogs
Social networking
Paper-based messages
Business letters
Interoffice memos
E-Mail Is Not Going Away
Preferred channel for most business messages
Emails cost businesspeople two hours or more each day
Replacement for paper memos inside organizations
Substitute for some letters to external audiences
Complaints About E-Mail
Workplace 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
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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
Replying Efficiently With Down-Editing
Down-editing means inserting your responses to parts of the incoming message.
Include only the parts of the incoming message to which you are responding.
Delete the sender’s message headers, signature, and all unnecessary parts.
Use a different color for your down-edits.
Identify your response with your initials if more people will comment.
Best Practices for Better E-Mail
Don’t write if another channel – such as IM, social media, or a phone call –might work better.
Send only content you would want published.
Write compelling subject lines, possibly with names and dates:
Requesting Presentation at Jan. 10 Staff Meeting
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; include only the parts from the incoming e-mail to which you are responding.
Replying
Use headings and lists.
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Best Practices for Better E-Mail
Obtain approval before forwarding.
Soften the tone by including a friendly opening and closing.
Resist humor and sarcasm. Both can be misunder-stood.
Etiquette
Avoid writing in all caps, which is like SHOUTING.
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Best Practices for Better E-Mail
End with due dates, next steps to be taken, or a friendly remark.
Add your full contact information including social media addresses.
Edit your text for readability. Proofread for typos or unwanted auto-correction.
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)
8
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
5
Forgetting to check for spelling and grammar
1
Expecting an instant
response
2
Completing the “To” line first
(to avoid hitting send prematurely)
3
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
A message is too long for e-mail.
A permanent record is required.
Formality is needed.
Recipient may not have e-mail.
Similarities in Memos and E-Mails
Carry nonsensitive information that may be organized directly with the main idea first
Have subject line, dateline, and identification of the sender and receiver
Organized with headings, bulleted lists, and enumerated items whenever possible for readability
Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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Poll Title: How frequently do you use Instant Messaging? https://www.polleverywhere.com/multiple_choice_polls/UMNH89ZROYK71Qm
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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.
Voice calls are substituted with quiet and discreet messaging.
TEXTING
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Benefits of Instant Messaging and Texting
Avoids phone tag and eliminates downtime associated with phone conversations.
Allows coworkers to locate each other, even when out of the office.
Productivity grows because users get answers quickly and can multitask.
TEXTING
Risks of Instant Messaging and Texting
Distractions in addition to the telephone, e-mail, and the Web
Potential for leaks of privileged information when free consumer-grade IM systems are used
Legal liability from workers’ improper use of mobile devices on the job, for example when texting and driving
TEXTING
Some organizations have banned instant and text messaging for these reasons:
Risks of Instant Messaging and Texting
Phishing schemes, viruses, malware, and spim (IM spam)
Evidence in lawsuits, subject to discovery
Laws mandating that broker-client messages be retained for three years
TEXTING
Potentially overwhelming tracking and storing of messaging
Inappropriate uses such as bullying and sexting
Best Practices for Instant Messaging and Texting
Follow your organization’s policies.
Don’t disclose sensitive information.
Steer clear from harassment and discriminatory content.
Forward or link to photos, videos, and art with caution.
Never say anything that could damage your reputation or that of your organization.
Best Practices for Instant Messaging and Texting
Don’t text or IM while driving.
Separate business contacts from family and friends.
Avoid unnecessary chitchat.
If personal messaging is allowed at work, keep it to a minimum.
Best Practices for Instant Messaging and Texting
Make yourself unavailable when busy.
Keep your presence status up-to-date.
Don’t send multiple messages if you don’t receive reply immediately.
Don’t use confusing jargon, slang, and abbreviations.
Care about correctness. Proofread!
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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Text Messaging and Business Etiquette
Timing
Addressing
Introducing
Expressing
Responding
Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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Poll Title: [Blank Title] https://www.polleverywhere.com/multiple_choice_polls/vFgLx9PGQzfu3hS
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Business Podcasts or Webcasts
Elaborate to produce and require quality hardware
Can be played on any number of devices
Can be streamed on a website or downloaded
How Businesses Use Podcasts or Webcasts
Offer a friendly human face but require no human presence
Broadcast repetitive content that does not require interaction
Replace costlier teleconferences
What Is a Wiki?
Web-based tool employing easy-to-use collaborative software to allow multiple users collectively to create, access, and modify documents.
Popular example: Wikipedia
Advantages of Wikis
Crowdsourcing: tapping into the combined knowledge of a group or team to solve problems and complete assignments
Working on the same content jointly while eliminating version confusion
Four Main Business Uses of Wikis
Keeping remote global team members informed and coordinated
Creating a database of information for large audiences
Facilitating feedback before and after meetings
Providing a project management tool
Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Blogs
Social Media
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Why Businesses Use Blogs
To reach a far-flung, vast audience quickly and inexpensively
To keep customers, employees, and the public informed
To invite spontaneous feedback and interact with consumers
To create virtual communities, build brands, and develop relationships
To address rumors and combat misinformation
How Businesses Use Blogs
Crowdsourcing: Organizations are soliciting customer ideas and other input.
Example: Crowdsourcing promotions that seek to connect with customers and to generate buzz that might go viral on the Internet.
How Businesses Use Blogs
Viral Marketing: Online messages spread rapidly, much like viruses pass from person to person. Content must resonate with lots of people who will share it.
Creating a Professional Blog
Identify your audience.
Choose a hosting site.
Craft your message.
Blog often
Monitor traffic.
Seven Tips for Master Bloggers
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Craft a catchy but concise title.
2
Ace the opening paragraph.
3
Provide details in the body.
4
Consider visuals.
Seven Tips for Master Bloggers
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Include call to action.
6
Edit and proofread.
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Respond to posts respectfully.
Today’s Agenda
Emails and Memos
Instant Messaging and Texting
Social Media
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Poll Title: Which social media sites do you use most frequently? https://www.polleverywhere.com/free_text_polls/ZZmkYrCzvd9wn9C
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Social Networks by the Numbers
Social networks
and blogs are top destinations
and dominate Americans’ time spent online (23 percent), followed by online games (10 percent).
Nearly 70 percent
of Fortune 500 companies are on Facebook; 77 percent
have corporate Twitter accounts.
The most avid
Twitter users are 18-24 years old (31 percent), followed by the age group 25-34.
(Sources: Nielsen Wire, 2011; Pew Internet, 2010 & 2012)
93 percent of millennials (Generation Y) regularly socialize and chat online.
(Source: T. Wasserman, Mashable, 2012, January 12)
Big Companies Rule on Social Media
1.15 billion users
238 million members
200 million active users
Google+
400 million users
Big Companies Rule on Facebook
Top three companies with the most fans on Facebook:
Coca-Cola
Disney
Starbucks
Adopting the Facebook Model
Creating proprietary networks: Some corporations maintain their own internal networking sites for their employees.
Example: McDonald’s and its StationM, a private networking site
Adopting the Facebook Model
Connecting workers: Dispersed employees and their skills can be matched up.
Example: SuperValu and its Yammer-based network connecting 11,000 executives and managers
Adopting the Facebook Model
Crowdsourcing consumers: Companies invite customer input at the product-design stage.
Example: Dell’s IdeaStorm site solicited over 17,000 new product ideas and improvements.
Risks of Social Networks for Businesses
Incurring productivity losses
Leaking trade secrets
Attracting the wrath of huge Internet audiences
Facing embarrassment over inappropriate employee posts
Using Social Networking Sites and Keeping Your Job
Learn your company’s media policies.
Separate work and personal data.
Avoid sending personal e-mail, IM messages, or texts from work.
Do
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Using Social Networking Sites and Keeping Your Job
Do
Be careful when blogging, tweeting, or posting on social networking sites.
Keep sensitive information private.
Stay away from pornography, sexually explicit jokes, or inappropriate screen savers.
Using Social Networking Sites and Keeping Your Job
Don’t spread rumors, gossip, and negative defamatory comments.
Don’t download and spread cartoons, video clips, photos, and art.
Don’t download free software and utilities to company machines.
Don’t
Don’t open attachments sent by
e-mail.
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Using Social Networking Sites and Keeping Your Job
Don’t store your music and photos on a company machine (or server).
Don’t watch streaming videos.
Don’t share files and avoid file sharing services.
Don’t
Questions?
