Chapter 5 Communicating Electronically Lecture Slides Business Communication

Chapter 5 Communicating Electronically Lecture Slides Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Your Turn Explain why you agree or disagree with the following statement: “No one in my company writes anymore. We just send emails and make phone calls. ” Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Guidelines for Preparing Email Messages subject line • Provide a useful ____ topic directed • Limit the message to single ______ receiver’s needs toward _____ • Organize _____ based on reader reaction • Use _______, jargon technical words, and shortened terms selectively readability • Use graphic highlighting for better ______ • _______emails for clarity, conciseness, and tone Revise Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Netiquette Fundamentals • Check email ____ promptly • Do not contribute to email ____ overload • Use email for appropriate messages – Send _____, short _____ direct messages – Do not send messages when you are _____ angry • Beware of email hoaxes ______ and _______ viruses • Develop email organizational ______ habits Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Instant Messaging Advantages • Real-time, simple group communication • Instantaneous exchange of graphics and files • Cost-effective medium for internal and external communication • Informal medium with more attention on message than on grammar/spelling Chapter 5, Business Communication, 16 e, Lehman & Du. Frene Disadvantages • Security and virus prone • Computer access required • Potential nonwork use on the job • Danger of false identity and eavesdropping • Too informal for some messages and audiences © 2011 Cengage Learning

Text Messaging • Is used more for social communication than as a business tool • Frequently serves as a superficial greeting, such as a nod or wave • Requires even more conciseness than instant messaging • Is more informal and abbreviated than email Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Electronic Messages and the Law • Assume responsibility for commitments made via email, as printouts serve as verification • Abide by copyright laws (use of graphics, message forwarding. . . ) • Be familiar with laws that affect technology: — Electronic Communications Privacy Act —allows companies to monitor email usage for legitimate business purposes Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Types of Web Presence Intranet • Distributes information to employees at various locations • Requires password Extranet • Shares information among partners at various locations • Requires password Public Web Presence • Available to anyone, anytime Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

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 • Assure accessibility by users with disabilities Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Wikis for Business • Allows anyone to modify content on a common website in real-time • Encourages free exchange of evolving information • Should not be considered content authoritative • Requires appropriate writing style: – Avoid first-person blogging style – Present factual information in clear, concise, and neutral language Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Blogs for Business • Are dynamic, with rapidly changing content • Can be searchable for useful archives • Are usually publicly available • Need current information for the specific target audience Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Making a Professional Impression with Voice Mail • Review greetings and messages before saving • Rerecord when necessary • Script messages before recording to shorten time • Stand, smile, and visualize receiver when recording Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Cell Phone Communication • Observe wireless-free quiet zones • Respect others in public 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 Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning

Your Turn How do you decide which technology might be appropriate for communicating a particular message to an individual or group? Chapter 5, Business Communication, 16 e, Lehman & Du. Frene © 2011 Cengage Learning