Memos and E-mail
- 1. Memos, E-mail, and Instant Messaging
- 2. Memos and E-mail • In the business community, most communication is done through e-mail and memos. We will look at the differences in each and determine when it is appropriate to use each.
- 3. Why a memo and not e-mail? • Not all employees have access to an office computer (i.e. warehouse workers). • Not all companies have e-mail. • Many unions require them. • Some info can’t be transmitted in an e-mail. • E-mail messages are easy to disregard.
- 4. Reasons for Writing Memos • Easy internal communication • Covers a wide range of readers • Documentation • Confirmation • Procedures • Recommendations • Feasibility • Status • Directive (delegation of responsibilities) • Inquiry • Cover
- 5. Criteria for Memos • ID or Subject Line – Provides the topic (the what) and a focus (the what about the what). Example: – SUBJECT: Memos – SUBJECT: How to Write Memos • Introduction – One or two clear sentences that describe what you want and why you are writing. Keep it short and simple.
- 6. Criteria for Memos continued... • Discussion – Respond to the following questions: – Who – What – When – Why – Where – How • Conclusion – End with a complimentary or directive close
- 8. Other Criteria for Memos • Audience – Because you will most likely write for your colleagues, you can use acronyms and internal abbreviations. However, you may want to use parenthetical definitions for difficult terms in case you have low tech readers.
- 9. Other Criteria for Memos • Style – Remember to use simple words, readable sentences, specific detail, and highlighting techniques. • Grammar – Always, always use standard English. Remember to proofread your work to make sure that it is grammatically correct.
- 10. E-mail • Because our society is currently driven by technology, e-mail is fast becoming one of the most effective ways to communicate in the business world. Here are a few facts to consider: • 66 percent of business employers say they are e-mail-only users. • 96 percent of business employees report using e-mail every day. • 80 percent of business employees say that e-mail has replaced posted mail. • 2.1 billion personal and business messages are sent daily.
- 11. Why is E-mail important? • Time and efficiency • Convenience • Internal/External Use • Cost • Documentation
- 12. E-mail Challenges • Lack of Privacy • Can lead to misinterpretations • Depersonalized (conflicts) • Computer limitations
- 13. E-mail Challenges continued... • Casual/Unprofessional Tone – Do not use any of the following in professional e-mail messages: – B/C for because – UR for you’re – 2 for too/to – BTW for by the way – B4 for before – TIA for thanks in advance
- 14. Techniques for Writing Effective E-mail Messages • Recognize your audience • Introduce yourself • Use the correct e-mail address • Provide an effective subject line • Keep messages brief • Organize the message • Use highlighting techniques sparingly • Proofread your message • Secure a hard copy for future reference • Indicate you are sending an attachment • Do not reply to all recipients • Practice netiquette
- 16. Instant Messaging-Benefits IM could replace e-mail in the next 5 years! • Quicker than e-mail • Reach co-workers worldwide instantly and in real time • Cheaper than long-distance calls • More “personal” than e-mail • Allows for multitasking • “Pronto” is GTCC’s Instant Messaging program.
- 17. Instant Messaging- Challenges • Security Issues • Loss of productivity and time • Employee abuse • Distraction • Netiquette • Spim
- 18. Techniques for Successful Instant Messaging • Don’t send long, detailed messages. • Don’t send confidential info. • Document important info. • Summarize decisions in an e-mail. • Tune in, or turn off. • Limit personal use. • Create buddy lists & avoid public directories.
- 19. Activity #1-Flawed Memo Memo To: Staff From: IT Re: Upgrades Date: June 12 Please be aware that there will be minor network interruptions on Thursday while we complete upgrades to the system. Plan your schedule accordingly so as to minimize inconvenience. Thanks for your patients, and if you have a question or problems, send Bill an email—assuming your email still works after the upgrades.
- 20. Corrections • Revise and rewrite the flawed memo in Activity #1. Turn in for a grade. • THE END !