Writing Messages

User Name  Good vs. Bad  How do you want to be viewed  Informed (educated) vs Uninformed (uneducated)  What ideas are conveyed by your user name  What judgments will people make  Who will you be communicating using  Friends, Family, employers, other employees, business

Meaningful Subject line  Choices made on s received  Open  Forward  File  Trash  Encourage recipients to open, read and react

Subject Line Good vs. Bad  Should be on the topic of  ex. Marketing Position  Ex. Homework assignment

Keep Message Focused  Stick to one or two main ideas  Multiple ideas split into multiple messages  Use standard grammar and spelling  “thx 4 ur help 2day ur gr8″  do u want ur prof r ur boss 2 think u cant spl? LOL

Keep Message focused continued  Skip lines between paragraphs  Separate ideas logically  Avoid fancy type face  readers are different and format meaning may be interpreted differently  Use standard capitalization  All caps may come across as shouting and no caps invoked image of being lazy

Avoid Attachments  Virus are often distributed by attachments  Copy and paste important documents in body of message  Will the file be viewed on portable device  Include if recipient needs file and is expecting attachment such as when sending resumes to prospective employers

Sending an  CC = Carbon Copy – send a copy to another person in addition to the recipient. The recipient can view who you are sending copies to.  BC = Blind Carbon Copy - send a copy to another person in addition to the recipient. The recipient can NOT view who you are sending copies to.  Reply = respond to a recipient who sent you a  Reply to all = respond to all of the recipient who may be included on a group  Forward = send an original message that was sent to a recipient or received by you that you now want to share with a new recipient.

Be Nice  Tone of the message important  Don’t write message when angry  Walk away and compose message later  Reread message twice before sending  Sometimes good idea to have a friend review before send

Proofread  Use a spell checker always  Spell check can always find mistakes (from vs. form)  Important message boss or job or application  Show a draft to close associate or friend with good skills

’s are not SECURE  Don’t assume privacy  Praise in public / Criticize in private (D Trump)  Google use to profile users  Hackers could intercept  FBI request copies  IT department can access anytime

Formal vs. Informal  Understand the circumstances  Know what grammar and format is acceptable  Proper grammar or informal text symbols

Quick Response  Be professional and courteous  Notify if immediate response is not possible  Do not make other wait long for a reply

Always be Respectful  Be in control of your emotions  Remember your tone conveys attitude  Avoid using CC & BCC when sending to sensitive people or sensitive information  Know sender and avoid using “reply all”  Avoid forwarding a message to make sender look ridiculous it reflects bad on you

From: To: Subject: homework I’m not going to be able to finish your homework b/c I’ve been super busy this weekend..I’ve been sick and my boss has been makin me work overtime. (Ugh- so annoying. That’s another story!) Hopefully you get it & your cool and let me make it up another time. Peace, Amanda

From: To: CC: Subject: URGENT!!!! Good morning, Mr. Johnson, I am writing to you today to introduce myself; I am a customer service specialist hear in your area. I would like to talk to you as soon as possible to tell you what I have to offer your company. BTW: I have 2 years of experience as a CS specialist. Please let me know if you have any upcoming job openings. Can’t wait to talk about this!!!! Sincerely, Tom Miller

From: To: I’m not sure whose the boss but I’m JUST SO MAD!!!!! I just received a pink slip from my manager and would like to complain. He said it’s because I was checking my FB page when I wasn’t on break. I don’t even see what the big deal is—other people do it all the time and THEY don’t get in trouble. As you well know, the store hasn’t even been that busy, so if I need to take a break and check my FB, then you have ridiculous standards if you don’t think I should. Please re-think your decision about keeping me as an employee for your company. Thanks, Samantha