writing business emails

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					Business Writing:

       Memos, Email, IM
Overview
   Memos: Review of Organization and Format
   Emails—a special form of memos
   Instant Messaging (IM)
Characteristics of Successful
Memos
   Headings: Date, To, From, Subject
   Single topic
   Conversational tone
   Conciseness
   Graphic highlighting
Organization of Memos
   Subject line
       Budget Meeting June 3, 10 a m
                           This is to inform you that we
 Opening                  must complete the annual
                           operating budgets shortly. Over
   Indirect (ineffective)
                           the past two months many
   Direct (effective)
                           supervisors have met to discuss
                           their departmental needs.
   Body
                            All supervisors and coordinators
   Closing                 will meet June 3 at 10 a.m. to
                            work out the annual operating
                            budgets for their departments.
Formatting Hard-Copy Memos
DATE:         Current                           1 25” side
                                                margins
TO:           Rob Montaine
FROM:         Heidi Chan                       Jagged
                                               right edge
SUBJECT:      STATIONERY FOR MEMOS
                        2 blank lines here

Welcome to Multimedia, Rob! I’m pleased to be able to
answer your questions about stationery for memos in the
organization
Please examine the enclosed samples and call me if you
have additional questions
Enclosures
Sincerely
Memo Example
DATE:          Current
TO:            Kim Johnson, Corporate Communications
FROM:          Tim Rudolph, CEO
SUBJECT:       DEVELOPING STAFF E-MAIL POLICY


Please draft a policy outlining appropriate e-mail use for
employees.
Our company needs such a policy because I have
received reports of misuse including offensive statements,
pornography downloads, and even gambling. Here are a
few points that the policy should cover:
   E-mail is for business only.
   E-mail messages may be monitored.
   No pictures or other attachments should be sent
    without valid reason.
   E-mail should not be used to discuss personnel
    matters.

Please submit a draft to me by October 1 so a policy can
be completed by November 1. Call me at 836-3155 if you
have questions.
Overview
   Memos: Review of Organization and Format
   Emails—a special form of memos
   Instant Messaging (IM)
Prevalence of Email
   In an average work day, how much time do
    you spend reading and sending email
   messages?

       a. 10 minutes
       b. 20 minutes
       c. 2 hours
       d. None




                        http://www.thevetrecruiter.com/articles.htm#email
Email: Special Memos
   Include a salutation
   Use word-wrap
   Double space between single-spaced
    paragraphs
   Use complete sentences with upper and
    lowercase letters
   Include a signature block
Smart E-Mail Practices
Content, Tone, and Correctness
 Consider composing offline
 Be concise
 Don’t send anything you wouldn’t want published
 Don’t use e-mail to avoid contact
 Resist humor and tongue-in-cheek comments


Netiquette
 Limit any tendency to send blanket copies
 Never send “spam”
 Consider using identifying labels (FYI, ACTION)
 Use capital letters ONLY for emphasis or titles
 Don’t forward without permission
 Reduce attachments
Smart E-Mail Practices
Reading and Replying to E-Mail
 Scan all messages before replying to any
 Print only when necessary
 Acknowledge receipt
 Don’t automatically return the sender’s
  message
 Revise the subject line if the topic changes
 Provide a clear, complete first sentence
 Never respond when you’re angry
 Check response before hitting “Send”
 Assume that all emails are monitored
Big Brother IS Watching!
   25% have terminated employees for e-mail
    misuse
   55% retain and review messages
   86% let the employees know their email is
    being monitored
   84% have email policies
   20% had email subpoenaed
   13% had workplace lawsuits triggered by
    employee email


                AMA/ePolicy Institute Research
                http://www.amanet.org/research/pdfs/EMS_summary05.pdf
Overview
   Memos: Review of Organization and Format
   Emails—a special form of memos
   Instant Messaging (IM)
  Email and IM
      Google blends instant messaging with e-mail

      IM not just for teenagers and college students

      Biggest benefit to project work teams

      "Instant messaging could well be the dial tone
       of the future — albeit a silent one."



http://www.msnbc.msn.com/id/11206305/
http://www.microsoft.com/smallbusiness/resources/technology/communications/10_tips_for_using_i
nstant_messaging_for_business.mspx
http://www.entrepreneur.com/article/0,4621,324452,00.html
 Instant Messaging in Business
     Pro: Saves time and effort
          DO: Keep messages concise and simple

     Pro: Improves customer service
          DO: Create separate work/social buddy lists
          DO: Use an identifiable username
          DO: Update your status throughout the day

     Pro: Enables persistent connection

     Con: Security risks
          DO: Be aware of virus and related security risks
          DON’T: Share personal data or information via IM
http://www.microsoft.com/smallbusiness/resources/technology/communications/10_tips_for_using_i
nstant_messaging_for_business.mspx
http://www.entrepreneur.com/article/0,4621,324452,00.html
IM in Business
   Con: Creates new legal risks
       DO: Adopt a user policy for instant messaging
       DON'T: Use instant messaging to communicate
        confidential or sensitive information.
       DO: Be aware that instant messages can be saved.
       DON'T: Compromise your company's liability, or your
        own reputation.

   Con: Decreased productivity
       DON'T: Allow excessive personal messaging at
        work.

   Con: Limited interoperability between IM
    systems
What is Your Position?
   With your teammate, create a
    company policy that covers both email
    and IM
   Draft a memo in Word format (can
    format manually or use a Word
    template)
   Apply proper memo formatting and
    organization guidelines
   Submit as attachment to email by
    Wednesday, March 27
       prattja@uwec.edu
       HiltonTS@UWEC.edu
   Go Forth

and Communicate Clearly and Responsibly

				
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