Communicating Electronically Chapter 5 PDF

Fm Chapter 5 ————— Communicating Electronically Lecture and Resource Slides BCOM 3e‘ Lehman 81 DuFrene Learning Objectives . Discuss the effective use ofemail and instant messages in business communication. . Explain principlesfor writing effectivelyforthe Web. . Discuss the effective use ofvoi...

Fm Chapter 5 ————— Communicating Electronically Lecture and Resource Slides BCOM 3e‘ Lehman 81 DuFrene Learning Objectives . Discuss the effective use ofemail and instant messages in business communication. . Explain principlesfor writing effectivelyforthe Web. . Discuss the effective use ofvoice and wireless technologies in business communication. . Identify ethical and legal implications associated with the use of communication technology. Guidelines for Preparing Email Messages 0 Provide a useful subiect line 0 Limit the message to single topic directed toward receiver's needs 0 Organize based on reader reaction 0 Use iargon , technical words, and shortened terms selectively 0 Use graphic highlighting for better readability 0 Revise emails for clarity, conciseness, and tone Netiquette Fundamentals - Check email promptly - Do not contribute to email overload - Use email for appropriate messages — Send short, direct messages — Do not send messages when you are angry - Beware ofemail hoaxes and viruses - Develop email organizational habits Instant Messaging Disadvantages Advantages - Real-time, simple group - Security and virus prone commun|cat|on ' Instantaneous exchange °f - Computer access required - Potential nonwork use on the ' Cost-effective medium for - Danger of false identity and graphics and files internal and . .external communlcatlon . ' - Informal med|um W|th more attention on messagethan on grammar/spelling job eavesdropping - Too informal for some messages and audiences m Text Messaging - Is used more for social communication than as a business tool 0 Frequently serves as a superficial greeting, such as a nod or wave - Requires even more conciseness than instant messaging - Is more informal and abbreviated than email m Electronic Messages and the Law 0 Assume responsibility for commitments made via email, as printouts serve as verification - Abide by copyright laws (use of graphics, message forwarding . . .) 0 Be familiar with laws that affect technology: — Electronic Communications Privacy Act —a||ows companies to monitor email usage for legitimate business purposes m Types of Web Presence |ntra net - Distributes information to employees at various locations - Requires password Extranet Public Web Presence 0 Shares information among partners at various locations - Requires password - Available to anyone, anytime "* adi“. Writing for the Web - Be briefand keep it simple - Consider appropriatejargon - Use eye-catching headlines - Break longer documents into small chunks Use attention-getting devicesjudiciously - - Avoid placing critical information in graphic form only - Assure accessibility by users with disabilities Wikis for Business 0 Allows anyone to modify content on a common website in real-time 0 Encourages free exchange of evolving information 0 Should not be considered content authoritative 0 Requires appropriate writing style: — Avoid first»person blogging style — Present factual information in clear, concise, and neutral language Blogs for Business 0 Are dynamic, with rapidly changing content 0 Can be searchable for useful archives 0 Are usually publicly available 0 Need current information for the specific target audience Making a Professional Impression with Voice Mail 0 Review greetings and messages before saving - Rerecord when necessary 0 Script messages before recording to shorten time 0 Stand, smile, and visualize receiver when recording "* adi“. iiii Cell Phone Communication - Observe wireless-free quiet zones 0 Respect others in public places by using conversational tone and message discretion - Place safety above phone usage while driving 0 Choose a secure communication channel for sending confidential or sensitive information