Transcript IPPTModule013

E-Mail
Messages,
Web
Writing, and
Technology
Module Thirteen
©2014 The McGraw-Hill Companies, Inc. All rights reserved
McGraw-Hill/Irwin
Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.
Learning Objectives
LO 13-1 Apply strategies for e-mail message
organization.
LO 13-2 Create subject lines for e-mail messages.
LO 13-3 Apply strategies for e-mail message
style and content.
LO 13-4 Apply strategies for time management
with e-mail and other tasks.
13-2
Learning Objectives
LO 13-5 Identify rules for “netiquette.”
LO 13-6 Apply strategies for e-mail attachment
use.
LO 13-7 Apply strategies for writing on the web.
LO 13-8 Recognize other technologies for the
web.
13-3
When Writing E-Mail, Remember
 All principles of good business writing still
apply with e-mail.
 While e-mail feels like talking, pay attention
to spelling and grammar.
 Reread and proofread your messages.
 E-mail should interest the readers in the
subject line and first paragraph.
13-4
A Basic E-Mail Message in Eudora
(direct request)
13-5
An E-Mail Message with an
Attachment (direct request)
13-6
What kinds of subject lines should I
use for e-mail messages?
 Be specific, concise,
and catchy.
 Give good news in
positive messages.
13-7
What kinds of subject lines should I
use for e-mail messages?
 Give negative news when it’s serious, the
reader needs the information to act, or you
report your own errors.
 Make the request clear in persuasive
messages.
13-8
Allocating Time in Writing a Simple E-Mail
Response (Your time may vary.)
13-9
Allocating Time in Writing a Persuasive EMail Message (Your time may vary.)
13-10
Should I write e-mail messages the
same way I write paper messages?
 Don’t “Flame” your audience.
 Don’t compose e-mail messages when
you’re angry or upset.
 Remember that e-mail messages, like any
documents, can become documents in
lawsuits.
13-11
Writing Persuasive E-Mail Messages
 In the body of the message, give people all
the information they need to act.
 At the end of the message, ask for the
action you want.
13-12
Managing Time
 Managing your incoming e-mail is an
essential skill for every office worker
 Create folders, mailboxes, and filters.
 Move items out of your inbox.
 Delete messages after you act on them.
13-13
Managing Time
 If you need to save messages, move them to
folders on a specific topic or project.
 Create a “delete in 30 days” folder for items
you’ll need briefly.
 Purge files periodically—at least once a
month. (Once a week is better.)
13-14
What e-mail “netiquette”
rules should I follow?
 Never send angry messages by e-mail.
 Use full caps only to emphasize a single
word or two.
 Send people only messages they need.
13-15
What e-mail “netiquette”
rules should I follow?
 Find out how your recipient’s system works and
adapt your messages to it.
 When you respond to a message, include only the
part of the original message that is essential so
that the reader understands your posting.
 When you compose a message in your word
processor and call it up in e-mail, use short line
lengths
13-16
How and when should I use
attachments?
A long text document.
A text document with extensive
formatting.
A nontext file
13-17
What style should I use when
writing for the web?
 Business writing basics apply
 Be clear, concise, and complete.
 In general, keep the style simple and
conversational.
13-18
What style should I use
when writing for the web?
 To create “scannable text”







Highlight key words.
Use meaningful subheadings.
Include bulleted lists.
Use one idea per paragraph.
Use “inverted pyramid” organization.
Use half the word count of a printed page.
Avoid “marketese.”
13-19
Can I use blogging on the job?
 Blogs can be used for business.
 Company may own the space.
 Stay professional.
 Avoid deeply personal information or
unflattering opinions about the company or
its employees.
13-20
Can I use blogging on the job?
 Popular blog sites are
blogger.com and
businessblogconsulting.com
13-21
Can I use blogging on the job?
Identify your
audience.
Decide where
your blog
should live.
Start talking.
“Blog roll,” or
link to other
sites and blogs.
Emphasize
words.
Keep it fresh.
Watch traffic
closely.
13-22
Can I use social networking tools for
business situations?
 Keep things professional.
 Know who your online friends are, as well as
who their friends are.
 Read user agreements carefully.
 When in doubt, create two pages: one for
personal friends and one for business ones.
13-23
Can I use social networking tools for
business situations?
13-24
What other technologies use the
Internet?
 Smartphones continue to evolve quickly in
form and function, allowing users to talk,
text, e-mail, surf the web, take photos and
video, and more
13-25
What other technologies use
the Internet?
 Videoconferencing
sites like Skype are
making it possible for
people in different
locations to meet
“face-to-face”
without ever leaving
the office.
13-26