Module 6: Communicating Electronically (emails, social media etc) Flashcards
What to know about e-commerce
Once posted, it is there forever!
Not private or formal, do not email about big or serious news
Emotions do not carry over, have heightened audience awareness
When to use email
Email is standard organizational practice.
Your audience expects or prefers it.
Email is the optimum tool for your message.
Electronic messages lack all the subtle symbols
Facial expressions, gestures, tone, posture, use of space—we use to negotiate meaning. And, of course, electronic messages are permanent.
E-messages work best for simple, direct, and emotionally neutral conversations.
Effective communicators do not send or post sensitive material, nor do they negotiate via emails, texting, or social media.
heightened audience awareness
Electronic messages do not convey the same symbols talking in person does so you need to be extra aware of your response
Writing an email
1) Start with a salutation (hello, dear,)
Subject line
Write your subject line last, and make it effective. The ideal subject line sums up your email; however, you don’t know what you’re going to say until you’ve said it
What Subject Lines Do I Use for Emails?
Use subject lines that are concise and relevant.
Subject lines for bad information emails
If your message gives bad news to your reader, write a neutral subject line that orients your reader to the topic.
EOM
“EOM” (end of message)
When Do I Use Attachments?
A business letter or report
A long text document
A text document with extensive formatting
A non-text file (e.g., Prezi slides, HTML file, spreadsheet)
Letters vs memos
Letters are for those outside the business
Memos are for those within the business
Writing a letter
See Module 6, page 116
Social media, blogging, communicating internally
Module 6, page 121
What Should I Know About Content and Tone?
Use PAIBOC analysis: Communicate to meet your audience’s needs and your purposes.
Remember to
Deliver sensitive messages in person whenever possible. Because of the limitations of electronic media, negative and persuasive messages (reprimands, negotiations) are more efficiently delivered face to face. The important nuances added through non-verbal communication speak volumes and can save time and energy. If you must deliver negative information electronically, write so that it’s easy for readers to understand and act on the information quickly.
Tips for online communicating
- Never send or post angry messages
- Send people only messages they need
- Avoid clichés such as “Enclosed please find” and “Please don’t hesitate to call,” as you would in any messages.
- Send cards, rather than emails, to express condolences and appreciation for hospitality.
- Before you hit Send, assume your email will appear on the front pages of the national newspaper, because it very well could.
- Avoid using full caps; use mixed case in subject lines and full caps only if you have to emphasize a word or two
Modifiers
words or phrases that give more information about parts of a sentence. For instance, an adjective is a modifier that usually describes a noun (top performer), and an adverb modifies a verb (performs brilliantly).
