Lesson 3 Writing s and Memos, Instant messaging and texting; Social media

Transcription

1 Lesson 3 Writing s and Memos, Instant messaging and texting; Social media Henan University of Technology Sino-British College Transfer Abroad Undergraduate Programme

2 Learning Objectives 1. Writing electronically and on paper 2. s 3. Memos 4. Messaging and texting 5. Social media

3 1 Writing Electronically and on Paper Electronic messages: Instant messaging Text messaging Blogs Social networking Paper-based messages: Business Letters Memos

4 s, Memos and Letters s: Inside and Outside organization Memos: Inside organization Letters: Outside organization (usually)

5 2 Is Not Going Away Preferred channel for most business messages. Medium costing businesspeople two hours or more each day. Replacement for paper memos inside organizations. Substitute for some letters to external audiences

6 Complaints About Workplace s are confusing and poorly written. Many business school graduates lack writing skills. Poor texting and social media habits affect skills. The number of daily s is overwhelming.

7 Complaints About is blurring the line between work and leisure. Messages are permanent and can be used against you. Face-to-face and phone conversations are richer than .

8 When Is Appropriate Short, informal messages requesting information or responding to inquiries Effective for multiple recipients and messages that must be archived Cover document when sending longer attachments

9 Writing Plan for Informational s Subject Line Summarize the main idea in condensed form. Avoid meaningless words such as Help, Important, or Meeting

10 Subject Line programs have To and Subject boxes for you to fill in. The date is automatically added. The look varies by program.

11 Writing Plan for Informational s Opening Include salutation Reveal the main idea immediately but in expanded form.

12 Opening s also require Salutations, although these are less formal than a letter s Dear Mr. or Ms. : You can use that, but, unless it s very formal, you may use Hello, Mr. or Ms., (with a comma) or, if you know the person, Hello, Nate, or Hello, Kara, instead. Using hey, or yo, or no Salutation is NOT professional.

13 Writing Plan for Informational s Body Explain and justify the main idea. Group similar ideas together. Use headings, bulleted lists Avoid wordiness but don t sacrifice clarity.

14 Body As always, a message needs an Introduction, a Body, and a Closing. Use one blank line between paragraphs to avoid Wall of Text Syndrome!

15 Writing Plan for Informational s Closing Conclude with the following information as appropriate: Action statement with due dates or deadlines Summary of the message Include contact information and signature

16 Closing Use the complimentary close Sincerely, if the is formal. You can also use Thank you. Most professionals use an automatically inserted Signature, which appears at the end of s.

17 Common Mistakes Expecting an instant response Thinking no one else will ever see your Forgetting to check for spelling and grammar Responding when angry Forgetting a subject line Including inappropriate content (e.g., off-color jokes and other statements you will later regret) Not personalizing your message (e.g., skipping the salutation) Responding when angry

18 3 When to Write Memos A message is too long for . A permanent record is required. Formality is needed. Employees may not have .

19 Similarities in Memos and s Have guidewords calling for a subject line, dateline, and identification of the sender and receiver. Organized with headings, bulleted lists, and enumerated items whenever possible for readability. Carry no sensitive information that may be organized directly with the main idea first.

20 Memo Formatting Example DATE: September 30, 2015 TO: Ray Charles, Marketing Manager FROM: Bruce King, Events Manager BK SUBJECT: CONFERENCE PLANNING

21 Memo Formatting Example

22 4 Benefits of Instant Messaging and Texting Message allows coworkers to locate each other, even when out of the office. Real-time communication with colleagues anywhere in the world is possible. Immediate sharing of information allows for quick decisions. Messaging avoids eliminates the downtime associated with personal phone conversations. Productivity grows because users get answers quickly and can multitask.

23 Texting and Business Etiquette

24 5 Social Media by Numbers Facebook 2.2 billion users LinkedIn 500 million members Twitter 326 million active users WeChat 1 billion users

25 Social Media Etiquette for Personal and Business Accounts Don t Mix Business and Pleasure Use Caution Posting and Tagging Photos Be Self-Centered in Small Doses Understand That Your Sense of Humor Isn t Universal Avoid Over-Sharing Don t Misrepresent Yourself Build a Legacy for the Future

26 Group Assignment Time to write!