COMS3302Ch7 - ng Mes Crafti for Ele sag es a c Medi ctroni...

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Unformatted text preview: ng Mes Crafti for Ele sag es a c Medi ctroni 2 MS 330 th Edition CO ter 7—9 Chap Chapter 7 2 Choosing Electronic Media for Brief Messages Today there are more media options available to business communicators than ever before. Having more means having to decide which is right for you and your audience. Expect to choose from e­mail and letters; Instant Messaging, Text messaging, Blogs, and maybe even Podcasts Chapter 7 3 Creating Effective E­Mail Messages Due to the high speed and low cost, this is the primary means of communication in most companies Viruses, spam, and simple overuse of e­mail have lead companies to look to other options for intra­ office communication needs Chapter 7 4 Creating Effective E­Mail Messages Business e­mail is not your personal e­mail and thus, your writing needs to reflect that level of professionalism E­mail carries the same legal weight as does any written document—it has and will continue to be used in court cases Chapter 7 5 Creating Effective E­Mail Messages Don’t abuse your company e­mail system by using it for personal messages—many companies monitor it and employees have been fired for abuse Play your role in avoiding downloading viruses; be suspicious of and take precautions to avoid Chapter 7 6 Creating Effective E­Mail Messages Practice what our text calls “e­mail hygiene” buy doing all you can to ensure you don’t contribute problems to your company’s system Effective e­mail etiquette tips and uses are found on page 181 Follow the 3­step process­­­plan, write, and complete Chapter 7 7 Creating Effective E­Mail Messages 1. Planning e­mail—follow those etiquette suggestions before you write a word. • • • Is it necessary? We often get so many messages and how many are really needed? Who should be cc’d (courtesy copied) Follow your company’s chain­of­command Chapter 7 8 Creating Effective E­Mail Messages 1. Writing e­mail—don’t get lazy with your grammar or spelling! And none of that text messaging nonsense like using the letter “r” for the word “are” or the number “2” for the word “too” You are evaluated buy those who read your messages—never forget that. Chapter 7 9 Creating Effective E­Mail Messages 1. Writing e­mail— The “subject” line on the memo—think of it as like a newspaper headline. Needs to capture the reader’s attention in a very few words Keep your emotions in check (true for any business writing) Easy to write in anger and send it as such. Never a good idea Chapter 7 10 Creating Effective E­Mail Messages 1. Completing e­mail—don’t let the speed and simplicity of this medium lull you into being careless Proofread your message Make it easy to read; keep it well organized Consider adding a signature block Chapter 7 11 Creating Effective Instant Messages and Text Messages Becoming a valuable and attractive internal alternative to company e­mail systems Can circumvent e­mail’s problem of viruses, spam, and overuse. Business­grade IM offers a wide variety of communication options for internal use Chapter 7 12 Creating Effective Instant Messages and Text Messages Text Messaging (phone based) is beginning to show up more for business use, but not as much as IM Tends to be used more by younger workers, but not exclusively so More popular in marketing and entertainment businesses Chapter 7 13 Creating Effective Instant Messages and Text Messages Benefits ofInstant Messages: • • • • Rapid response Lower cost than phone or e­mail Able to mimic real conversation Availability on a wide range of devices Chapter 7 14 Creating Effective Instant Messages and Text Messages Risks of Instant Messages: • • • Security concerns—viruses and breaches in confidentiality Need for user authenticity (ensuring people really are who they say they are) Archiving messages; compatibility issues Chapter 7 15 Creating Effective Instant Messages and Text Messages Risks of Instant Messages: • • The growth of Enterprise Instant Messaging (EIM) is hoping to slow or solve the risks Continued assaults will occur—viruses and human deception—so users and companies will need to remain vigilant Chapter 7 16 Creating Effective Instant Messages and Text Messages Adapting the 3­Step Process for Instant Messages: 1. Planning IM’s— • • View each one as a conversation; take a moment and plan the exchange Try to be coherent and complete in your organization of thought Chapter 7 17 Creating Effective Instant Messages and Text Messages 2. Writing IM’s— • • • A higher expectation of formality with business IM than personal Be sure your audience will know acronyms or abbreviations—or spell the words out. Proper etiquette and a professional are always important Chapter 7 18 Creating Effective Instant Messages and Text Messages 1. Completing IM’s— • • • Don’t get lazy and just press “send” Give a proofread effort; is it clear and easy to understand. Remember—we should never stop thinking about our audience Chapter 7 19 Creating Effective Instant Messages and Text Messages There are 7 tips for using Instant Messages listed on page 185 Take a look at them—largely common sense but we all know in what short supply that is for many­­­except UTA students, right? Chapter 7 20 Creating Effective Business Blogs They’re good at encouraging interaction with a large, geographically dispersed audience Key elements are: 1. Should have a personal voice (not a corporate voice ) and personal style—people read blogs to connect to the writer, not a corporation Chapter 7 21 Creating Effective Business Blogs 1. They should deliver new information quickly. Speed is vital for a blog audience; kind of like a running conversation. Ignore your blog for long and don’t expect a large readership. 2. They should pick topics that spark and keep an audience. Write about issues your audience cares about; not just you. Chapter 7 22 Creating Effective Business Blogs 4. They should encourage your audience to “join the conversation.” There should be a way for your readers to offer comments if they wish. Chapter 7 23 Creating Effective Business Blogs Understanding Blog Business Applications Consider using them when there is a need to keep information flowing regularly and quickly with your audience They are often used in the following ways: 1. Project/Team Communication 2. Company Newsletters Chapter 7 24 Creating Effective Business Blogs Understanding Blog Business Applications They are often used in the following ways: 1. Customer Support 2. Public and Media Relations 3. Recruiting new employees 4. Policy and issue discussions Chapter 7 25 Creating Effective Business Blogs Understanding Blog Business Applications They are often used in the following ways: 1. Crisis Communication with external audiences 2. Market Research 3. Brainstorming Sessions 4. Viral Marketing Chapter 7 26 Creating Effective Business Blogs Understanding Blog Business Applications They are often used in the following ways: 1. Replacement for company e­mail 2. News syndication Chapter 7 27 Creating Effective Business Blogs Adapting the 3­Step Process A. Audience—you need to figure out who you want to communicate with. The audience needs to be large enough to justify the effort but narrow enough to provide a clear focus or reason for the blog. A shotgun approach on topics is not likely to keep readers. Chapter 7 28 Creating Effective Business Blogs Adapting the 3­Step Process B. Purpose—You need a business­related reason to exist. Ideally you and your organization work together here—what do they need and what do you want to write about? Should be something that can last and evolve to keep your readers; while following company protocol and guidelines—this is not a personal blog— remember that. Chapter 7 29 Creating Effective Business Blogs Adapting the 3­Step Process C. Scope—As our book says, this can be tricky to find a subject area that is broad enough to last a long time but not so scattered as to lose a lot of your readers. Readers want to hear your thoughts; not just the official company line. Still, you are an employee of the company and your comments should reflect that fact. Chapter 7 30 Creating Effective Business Podcasts A brief discussion of them….. Good for delivering a wide range of audio and video messages to your audience Training departments are adopting this technology to reach new and existing employees There is a real skill needed to create them with quality and value Chapter 7 31 Creating Effective Business Podcasts A brief discussion of them….. Need to be organized with great care Generous use of previews; crystal­clear transitions, and reviews of what was covered are vital for the listener or viewer to understand They should generate the feel of a person­to­ person chat; need to be conversational ...
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This note was uploaded on 04/05/2011 for the course COM 3302 taught by Professor Sdsd during the Spring '11 term at Tarrant County.

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