EMail Messages Includes material from Guffey text Ch

E-Mail Messages Includes material from. Guffey text Ch 8

Discussion: Communication Matters • What are your “pet peeves” about email messages you receive? From friends? From businesses? • Is “cyber-firing” (e. g. Radio. Shack 2006) the way of the future or an example of gross mismanagement? • What workplace topics are unwise to discuss in e-mail? • What alternative channels are more appropriate?

Quick Quiz 1. What should be included in the header of an e-mail message? a. b. c. d. e. The sender’s e-mail address The receiver’s e-mail address The subject of the message The date All of the above

Quick Quiz 2. What words do many e-mail users include in the first sentence of the message? a. b. c. d. “Dear” and the receivers name The receivers name Your organization’s name The receiver’s organization’s name

Quick Quiz 3. What is the appropriate length of an e-mail message? a. b. c. d. 650 -900 words Four to five screens One to two screens Any of the above

Memo/E-mail Format • See Website

MEMORANDUM 2 inches from top 1 blank line Formatting Hard-Copy Memos DATE: TO: FROM: SUBJECT: 2 blank lines Current Dawn Stewart, Manager Sign your initials Jay Murray, Vice President Telephone Service Align items. Request 2 spaces. Forms after Subject JM To speed telephone installation and improve service within the main facility, we are starting a new application procedure. Service request forms will be available at various locations within the three buildings. When you require telephone services, pick up a request form at your nearest location. Fill in the pertinent facts, obtain approval from your division head, and send the form to Brent White. Please call me at 451 -0593 if you have any questions about this new procedure. At least 1 - inch side margins

Single-space b double-space b paragraphs. Formatting EMail Messages Use angle brac for Internet add Include a salut for a friendly to Dear Dawn: To speed telephone installation and improve service within the main facility, we are starting a new application procedure. Service request forms will be available at various locations within the three buildings. When you require telephone service, pick up a request form at your nearest location. Fill in the pertinent facts, obtain approval from your division head, and send the form to Brent White. Please call me at 451 -0593 if you have any questions about this new procedure. Best, Jay Murray, Vice President, Facilities and Operations Phone: (245) 451 -0593 ● Fax: (245) 451 -3389 E-Mail: jmurray@pro. com Write comple sentences an upper and low case letters. Use a complime close and includ contact informat

The Writing Process Prewriting Analyze Anticipate Adapt Do I really need to write? E-mail or hard copy memo? Why am I writing? How will the reader react? How can I save the reader’s time?

E-Mail and Memos: Subject Lines Date: To: From: Subject: Sending Feasibility Report The headline of your memo. • Summarize the main idea. • Use nouns and phrases, not complete sentences.

E-Mail and Memos: Opening Start directly; amplify the main idea. Direct Opening All supervisors and coordinators will meet June 30 at 10 a. m. to work out the annual operating budgets for all departments.

E-Mail and Memos: Body • Explain and discuss the topic • Introduce relevant details/examples • Use graphic highlighting to enhance reading, comprehension, retention – Consider columns, headings, numbered/bulleted lists

E-Mail and Memos: Closing • Action information • Dates or deadlines • Summary of the message • Closing thought

Communicating E-Mail Critical Success Factors • Express yourself concisely and quickly (top of screen test) • Compose at the keyboard, but review/edit carefully before sending • Understand e-mail ethics, courtesy, and privacy • Use conversational tone

Communicating in E-Mail Conversational Tone • Purpose • Methods – Create connection with reader – Avoid sounding stiff, cold, curt, or overly formal – – Short sentences Contractions (it’s) Pronouns Less formal salutation/signature – First/second person with minimal use of “I” to keep focus on reader perspective

Smart E-mail Practices • Write with hidden readers in mind (SW Airlines lesson) • Provide specific subject lines, change subject line if topic in thread changes • Consider tagging emails to help the reader gauge importance (FYI, Urgent, Action) • Personalize message with salutation and courteous close • Provide clear, complete 1 st sentence • Be concise, well organized (1 e-mail: 1 topic)

Smart E-Mail Practices • Don’t send anything you wouldn’t want published e-mail = evidence) • Don’t use e-mail to avoid contact (1 response rule) • Never respond when angry • Resist humor, sarcasm, facetiousness • Assume all e-mail/IM is monitored • Use CC and Forward carefully

The Most Common E-mail Mistakes Who’s mistake is this?

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