Chapter 5 Communicating Electronically Business Communication 14 e
Chapter 5 Communicating Electronically Business Communication, 14 e Lehman and Du. Frene Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Benefits of E-Mail © Facilitates fast, convenient flow of information among users at various locations and time zones © Increases efficiency © Reduces cost and paper waste Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Guidelines for Preparing E-Mail Messages © © © Use standard headings (to, from, date, subject) Provide a useful subject line Limit the message to a single topic directed toward a receiver’s needs Sequence ideas based on reader reaction Use jargon, technical words, and shortened terms selectively Use graphic highlighting to enhance readability Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Elements of an Effective Subject Line © © Business Communication, 14 th edition by Lehman and Du. Frene Helps reader sort through a crowded mailbox Describes content in an understanding way Will be meaningful in the future Is followed with a restatement of the subject Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Netiquette Fundamentals © Check e-mail promptly © Do not contribute to e-mail overload © © Use e-mail for appropriate messages — Send short, direct messages — Do not send e-mail evoking emotion Beware of e-mail viruses and hoaxes © Develop e-mail organization habits Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 and Appendix A E-Mail Formatting Guidelines © © © © Include appropriate salutation and closing Limit message to one screen Keep line length and paragraphs short Use mixed case Use emoticons and e-mail abbreviations in moderation Include signature file Proofread message Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Instant Messaging (“interactive e-mail” or “chat”) Disadvantages Advantages © Synchronous, fast, simple, communication between numerous people © Security and virus prone © Computer access required © Instantaneous exchange of graphics and files © © Cost effective medium for internal and external communication Potential nonwork use on the job © Danger of false identity and eavesdropping © Informal medium with more attention on the message than on grammar/spelling Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 E-mail and the Law © Assume responsibility for commitments made in e-mail as print-outs serve as verification © Abide by copyright laws (use of graphics, forward of messages, etc. ) © Be familiar with laws that affect technology: — Electronic Communications Privacy Act (ECPA) — allows companies to monitor e-mail usage for legitimate business purposes — Privacy for Consumers and Workers’ Act — pending legislation to require employers to notify employees of monitoring policies and forbidding secret monitoring Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Process of Web Development Maintaining Creating Useful Web Pages Publishing Business Communication, 14 th edition by Lehman and Du. Frene Designing Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Guidelines for Developing Web Communications © © Design a tightly organized home page Assure a united look and feel Use graphics effectively Understand the needs of the end user Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Writing for the Web © Be brief and keep it simple © Consider appropriate jargon © Use eye-catching headlines © Break longer documents into small chunks © Use attention-getting devices judiciously © Avoid placing critical information in graphic form only Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Preparing Voice Mail Greetings © © © Update greetings to reflect your schedule or special announcements Leave your full contact information and encourage callers to leave detailed messages Instruct callers as to how to review their messages or be transferred to an operator Critique message for professional tone and rerecord for clarity Check your voice mail regularly and return messages within 24 hours Treat voice mail as permanent legal records Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Leaving Voice Mail Messages © Speak slowly and clearly © Repeat your name and phone number at the beginning and end of message © Spell your name if needed © Leave a detailed message, making your purpose clear © Keep your message brief — about 60 seconds © Assure clear reception Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Cell Phone Communication © Observe wireless free quiet zones © Respect others in crowded places by using conversational tone and message discretion © Place safety above phone usage while driving © Choose a secure communication channel for sending confidential or sensitive information Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
Chapter 5 Appropriate Use of Technology © What is the purpose of the message? ─ Is the message straightforward and informative? ─ Is a permanent record needed? © Is the information personal or confidential? © Would an electronic message sacrifice positive human relations? Business Communication, 14 th edition by Lehman and Du. Frene Copyright 2005 by South-Western, a division of Thomson Learning
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