class 8: emails, workplace messaging and podcasts Flashcards
two most important facts about emails
permanenent
never private
Put nothing in an e-mail that you
wouldn’t post on your office door!
what are some risks regarding emailing
When poorly done can waste time
Leave a dangerous “paper” trail on servers
Bad for work-life balance
Can be used in a court of law against an individual or company
how do you know when an email must be appropriate?
Short, informal messages that request info and respond to inquiries
Messages to multiple receivers
Messages that must be saved (archived)
As a cover document when sending longer attachments
Not a good substitute for face to face or phone calls
how to make a gyu email
Draft a compelling subject line
Include a greeting to set the message tone
Begin with a strong opening
Organize the body for readability and tone
Close effectively with an action statement with due dates and requests
Include a signature block
Use headings, numbered lists or bullet points
time management strategies
use two minute rule.”:
Read and respond to a message within two minutes
Add longer messages to your to-do list
If missing info, start drafting an e-mail and finish later •
Insert your responses to parts of the received message
Use a different colour for your down-edits
Answer all e-mails within 24 hours
where do you present a clear descrption of an email message
after the subject line
other tips for emails
Include a salutation (Kim; Hi, Kim) or honorific and last name (Dear Ms. Cohen)
Double-space (skip one line) between paragraphs
Do not type in all caps or in all lowercase letters
Include full contact information in the signature block
should you send content in email if you want it private?
no, send only if you want it public
should you change the subject line if the subject changes
yeee boooy
should you start with main idea and have bullet points to make it clearer?
yeeee and yeee boyyy
other smart email practices for:
the observing etiquette of an email
Obtain permission before forwarding
Soften the tone by including a friendly opening and closing
Avoid writing in all caps, which is like SHOUTING
Resist humour and sarcasm
other smart email practices for:
closing an email effectively
End with due dates, next steps, or a friendly remark
Add your full contact information
Edit your text for readability –Proofread for typos or unwanted auto-corrections
Double-check before hitting Send
why are interoffice memos important
for important internal messages that
Are too long for e-mail
Require a permanent record
Demand formality
Inform employees who may not have access to e-mail
Are necessary for complex internal messages too long for e-mail
similarities between memos and emails
carry non-sensitive information that may be organized directly with the main idea first
guide words calling for subject line, a dateline, and the identification of the sender and receiver
organized with headings, bulleted lists, and enumerated items when possible
the subject line of professional emails and memos
Summarize the central idea
Include labels if appropriate
Avoid empty or dangerous words
the opening of professional emails and memos
State the purpose for writing
Highlight questions
Supply information directly
the body of professional emails and memos
Explain details
Enhance readability
Apply document design
Be cautious
the closing of professional emails and memos
Request action
Provide a goodwill statement or a closing thought
what are instant messaging (IM) and text messaging
Enables two or more individuals to use the Internet or intranet to “chat” in real time by exchanging brief texts
Means for exchanging brief messages in real time using smart devices
benefits of IM and text messaging
They provide real-time communication with colleagues anywhere in the world
They are low-cost substitutes for voice calls, delivering a message between users quietly and discreetly
Users know right away whether a message was delivered; this avoids phone tag
Coworkers can locate each other online (“presence functionality”)
risks of IM and text messaging
IM could be a work distraction
Companies fear that employees will reveal privileged company information and records
The employer must ensure employees abide by governing legislation
Corporations protect themselves by taking IM behind a firewall where they log and archive traffic
liability burden regarding IM and text messaging
Workers’ improper use of mobile devices is the company’s legal liability
Employers could be found liable if employees must use phones while driving and an accident occurs
All electronic records, including e-mail, can become evidence in lawsuits
IM and texting have been implicated in inappropriate uses, including bullying and sexting
what are business podcasts used for
To send audio and video messages that do not require a live presence
what are business webcasts used for
To create Web content
To interact with businesses and each other
To review products, self-publish, or blog
