Chapter 5: Daily Workplace Writing Channels Flashcards
why do people complain about emails
- email overload
2. emails have everlasting evidence (lack confidentiality)
when are emails apporpriate
- short requests and responses
- messaging multiple receivers
- for messages that must be archived
5 steps to drafting a professional email
- craft compelling subject line
- include a greeting
- open with main idea
- organize the body for readability and tone
- close effectively
avoid false dramatics and excessive use of capitals in an email’s
subject line
what can give an email sentence tone
exclamation point
what should you use to control your inbox
time management strategies
checking emails a set time, utilizing the 2-minute rule, and letting others know your schedule are examples of
time management strategies
Can you answer the email in 2 minutes? if not leave it for later
2-minute rule
email answering technique ideal for requests for information
down-editing
insert response into parts of the incoming message rather than drafting a new message
down-editing
reduces confusion, saves writing and reading time, and opens with a courteous message
replying with down-editing
4 best practices for professional email
- getting started
- replying
- observing etiquette
- closing effectively
don’t write an ____ if another channel is better
consider only sending content you would want published, and write a compelling subject line when
getting started writing an email
when replying to an email do the 4 following:
- answer within 24 hours
- change subject line if subject changes
- start with main idea
- use headings and listings
2 things to do do to close an email effectively
- end with due dates
2. add contact info
are useful for internal messages
memo
memos are useful for internal messages that require
permanent records or formality
send a hard copy or as an email attachment
memo
business letters are useful for important messages requiring: (5)
- permanent records
- confidentiality
- formality
- sensitivity
- well-considered presentation
benefits of IM and texting
- real-time communication
- low cost and speed
- immediate and efficient
4 risks of IM and texting
- distracting
- reveals privileged info
- liability burden
- security and compliance
improper use of devices while on company business
liability burden
4 examples of security and compliance
phishing, viruses, malware, spam
3 advantages of texting
- quick
- unobtrusive
- best alternative to a phone call or email
5 steps to texting etiquette
timing introducing addressing expressing responding
don’t text when calling,
don’t answer phone during face-to-face convos
timing
identify yourself when texting a new contact
introducing
avoid sending confidential and private texts
addressing
don’t use texts to notify sad news or urgent meetings
expressing
advantages to wikis
you can erase and add to them
wikis capitalize on
crowdsourcing
taping into the combined knowledge of an online community to solve problems
crowdsourcing
4 main uses for business wikis
- global wikis
- wiki knowledge base
- wikis for meetings
- wikis for project management
companies use blogs for
public relations, customer relations, and crisis communication
market research, viral marketing, online communities, internal communication, and recruiting are all ways that companies
use blogs
7 tips for master bloggers
- craft a catchy title
- good opening paragraph
- detailed body
- include visuals
- include calls to action
- edit and proofread
- respond respectfully
allows businesses to connect with customers, sell products, share company news, and exchange ideas
social networking
how do businesses use social networks
by crowdsourcing customers
inviting customers input at the product design stage
crowdsourcing customers
productivity losses, trade secrets being compromised, damaging employee posts, and internet audience wrath are
risks of social networking for businesses
is sharing files a do or a don’t when using media professionally
don’t