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CHAPTER 5

Phase 3RevisionProofreadingEvaluation. Do I really need to write?What communication channel is best?Why am I writing?How will the reader react?How can I save my reader's time?. Phase 2ResearchOrganizationComposition. Applying the Writing Process. Phase 1 AnalysisAnticipation Adaptation.

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CHAPTER 5

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    1. CHAPTER 5 Electronic Messages and Memorandums

    2. Applying the Writing Process

    3. Applying the Writing Process

    6. Paper-based messages Business letters Interoffice memos How Organizations Exchange Written Messages Electronic messages E-mail Instant messaging Text messaging Podcasts Blogs Wikis

    7. Components of E-Mail and Memos Opening

    8. Opening Frontload main idea immediately. Avoid reviewing background. Components of E-Mail and Memos

    9. Body Organize information and explanations logically. Cover just one topic. Use numbered and bulleted lists. Consider adding headings for visual impact. Components of E-Mail and Memos

    10. Closing options End with action information, dates, and deadlines. Summarize the message. Provide a closing thought. Avoid overused expressions. Components of E-Mail and Memos

    11. Formatting E-Mail Messages Consider keying receivers full name with angle brackets. To: Ann Jones<ajones@peach.com> From: Entered automatically Subject: Meaningful topic summary Cc: Receiver of copy Attached:

    12. No salutation Ann, Dear Ann:, Hi, or Good morning! Include name in first line Thanks, Ann, for your help . . . Formatting E-Mail Messages

    13. Formatting E-Mail Messages

    14. Formatting Hard-Copy Memos Double-space DATE, TO, FROM, SUBJECT. Align all words after the colon following Subject.

    15. Formatting Hard-Copy Memos On plain paper set 1-inch top and bottom margins. If desired, type the company name 1 inch from the top. A double-space below the company name, type heading Memo or Memorandum.

    16. Formatting Hard-Copy Memos Set left and right margins of 1.25 inches. Single-space the body.

    17. Formatting E-Mail Messages

    18. Formatting E-Mail Messages

    19. Model E-Mail Message

    20. Model E-Mail Message

    21. Getting Started Content, Tone, Correctness Netiquette Reading and Replying Personal Use Other Smart Practices Using E-Mail Smartly, Safely, and Professionally

    22. Consider composing off line. Type the receivers address correctly. Avoid misleading subject lines. Apply the top-of-the-screen test. Using E-Mail Smartly, Safely, and Professionally

    23. Be concise. Dont send anything you wouldnt want published. Dont use e-mail to avoid contact. Care about correctness and tone. Resist humor and rage. Using E-Mail Smartly, Safely, and Professionally

    24. Limit any tendency to send blanket copies. Never send spam. Consider using identifying labels, such as ACTION, FYI, RE, URGENT. Use capital letters only for emphasis or for publication titles. Seek permission before forwarding and beware of long threads. Using E-Mail Smartly, Safely, and Professionally

    25. Scan all messages before replying. Print only when necessary. Acknowledge receipt. Dont automatically return the senders message. Revise the subject line if the topic changes. Provide a clear, complete first sentence. Never respond when you are angry. Using E-Mail Smartly, Safely, and Professionally

    26. Using E-Mail Smartly, Safely, and Professionally

    27. Using E-Mail Smartly, Safely, and Professionally Use design to improve readability of longer messages. Consider cultural differences. Double-check before hitting the Send button.

    28. Learn about your organizations IM policies. Are you allowed to use IM? Make yourself unavailable when you need to complete a project or meet a deadline. Organize your contact list to separate business contacts from family and friends. Best Practices for Using Instant Messaging Professionally

    29. Dont send anything confidential or sensitive. Be aware that instant messages can be saved. Be careful about what you write. Keep personal messaging to a minimum. Show patience by not blasting multiple messages to coworkers if a response is not immediate. Best Practices for Using Instant Messaging Professionally

    30. Keep your presence status up-to-date. Beware of jargon, slang, and abbreviations, which may be confusing and unprofessional. Respect your receivers by using good grammar, proper spelling, and careful proofreading. Best Practices for Using Instant Messaging Professionally

    31. Writing Plan for Information and Procedure E-Mail Messages and Memos

    32. Writing Plan for Information and Procedure E-Mail Messages and Memos

    33. Ineffective Information Memo

    34. Improved Information Memo

    35. Writing Plan for Requests

    36. Writing Plan for Requests

    37. Writing Plan for Replies

    38. Writing Plan for Replies

    39. END

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