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
similarities between podcasts and webcasts
Common in news and education
Can be downloaded to a computer / smartphone
Can broadcast repetitive info requiring no interaction; can replace teleconferencing
Can be featured on media websites and company portals
Can include short commercial segments and links to YouTube and Vimeo
how can wikis be beneficial
Allow multiple users collectively to create, access, and modify documents (think Wikipedia)
Capitalize on crowdsourcing
Eliminate the problem of version confusion
Are used by companies to store internal data on an intranet (private network)
Enhance the reputation of expert contributors
what are the four main uses of wikis
sharing info between headquarters and satellite offices (for big companies)
–> facilitates tasks of employees
collect and disseminate info to large audiences creating database for knowledge management
–> HR managers informing employees about new policies
can facilitate feedback from employees before and after meetings, and can even replace them at times.
offer highly interactive environment for project info with easy access and user input
–> all participants have the same info, templates and documentation readily available
what are Blogs?
websites with journal entries usually written by one person
how can Blogs be beneficial?
Have the potential to reach a vast audience
Can invite spontaneous consumer feedback faster and more cheaply
Used by businesses to keep customers and employees informed and interact with them
how to write blog
Big Idea first (Who, What, When, Why, Where, How)
Key facts (explanations, evidence, and examples)
Background (details)
how companies use blogs
Public relations / Customer relations
Crisis communication
Market research and viral marketing
Building online communities
Internal communications
tips so that blog be gyu
identify audience
choose right key words
choose right hosting site
work the blogroll, blog often (provide links to other bloggers so that these link you too)
craft message (using inverted pyramid)
monitor traffic
Craft a catchy but concise title
Ace the opening paragraph
Provide details in the body
Consider visuals
Include calls to action
potential risks of social networking for businesses
**Causing potential losses in productivity **
Compromising trade secrets
Attracting the wrath of huge Internet audiences
Facing embarrassment over inappropriate and damaging employee posts
what to do with e media
Separate work and personal data
Avoid sending personal e-mail, instant messages, or texts from work
Keep sensitive info private
privacy is a myth
what to not do with e media
Don’t spread rumours, gossip, or negative defamatory comments
Don’t download or share cartoons, video clips or photos
Don’t download free software to company machines
Don’t store your personal files, music or photos on a company machine
how many employers have fired employees for email violation?
up to 25%
why do you need a gyu subject line in an email
to make the receiver want to open the e-mail
Adjust the subject line if the topic changes
include “You” in there to increase readability
in what space of time must all emails be answered (like the big max)
within 24 hrs
what are a memo’s functions
Memos deliver changes in procedures, office instructions, and reports
how to deliver memos??
as attachments to email
Identify the date, sender, receiver, and subject when sent as an attachment to e-mail
which is better to contain as permanent record between memo and email?
and why?
memos
because e-mails can be difficult to locate and may contain confusing replies
additional tips for formatting physically the memo
- 5 cm of top and bottom margins
- 5 to 3 cm for left and right margins
heading: MEMO or MEMORANDUM
align evenly alongside subject
single space (unless memo short AF)
for the two page memo, use second page heading adresses’ name, page number and date
handwritten initials after your typed name
what do both emails and memos close with
Both generally close with:
- Action information, dates, or deadlines
- A summary of the message
- A closing thought to avoid sounding abrupt
when texting, is it important to know when to say good bye??
yeee
what best practice could you use with texting to become more efficient
Keep your presence status up to date so that people
trying to reach you don’t waste time
Make yourself unavailable when you need to meet a
deadline
Beware of jargon, slang, and abbreviations, which may
be confusing and appear unprofessional
how to be careful with messaging and keeping gyu repuation
Steer clear of harassment and discriminatory content
Be vigilant about appropriateness of photos, videos,
and so on
Don’t say anything that would damage your
reputation or that of your organization
how are wikis good for project management
highly interactive environment for project information with easy access and user output
how are wikis useful for meetings
can facilitate feedback from employees
