Introduction to Workplace

s  Are perhaps the most common and widely-distributed forms of communication in workplaces today  Generally transmit smaller “chunks” of information  Are frequently internal documents about specific company information

Short Internal and External Documents  Consider appropriate audience choices.  Consider the proper tone and degree of formality.  Use appropriate openings and closings to show respect and develop relationships.  Provide enough background information for your audience.

Problem Solving in Short Messages  Plan by considering the problem, rather than replying hastily  Research facts and details needed to make your message useful  Organize using the limited space  Revise for clarity  Distribute in the most effective medium

Privacy Issues with Short Messages  Poor or ill-chosen messages have legs—they seem to wind up going where they were not meant to go.  Workplace writers must remember that is not a private means of communication.  messages always have the potential to become public.

Subject Lines  Subject lines are often scanned by recipients to decide which should be read immediately and which can be read later or deleted.  When writing subject lines, you should:  Make them concise and specific  Put the most important information first  Use all caps only in times of urgency

Recipients  Recipients should be carefully considered before sending or carbon copying (CC).  “Reply to All” is not always appropriate.  When replying, quote a sentence or two to give recipient some context.  Ask permission before forwarding a message.

Content and Length  Keep messages brief and to-the-point  Provide pertinent information only  Quickly state a reason for writing  Allow the message be skimmed easily  Keep the message to a single screen

Paragraphs and Spacing  Paragraphs should be no longer than a single screen  paragraphs are more concise than those in printed documents  Some paragraphs can be as short as one sentence, if the information is important  Use block format

Other Formatting Issues  Avoid font styling, bulleted and numbered lists, tables, graphics, and visuals  Use CAPITAL LETTERS to designate a heading  Use a single line of white space between each phrase or word to designate a list  Use *asterisks* on either side of a word to designate emphasis or italics  Use underscore characters at the beginning and ending of an _underlined passage_

Signatures  Signatures can give contact information about the sender, such as:  Job title  Phone  Fax  Webpage URL  Mailing information  Whether you use a signature or not, always include your name at the bottom of each

Attachments  Use attachments when:  The message is lengthy  Formatting is important  Visuals are an important part of the message  The message will be printed and used for some particular purpose  Refer to the attachment in the actual  Minimize use of graphics and visuals

Choosing Between and Memos   Large audience addressed  Rapid responses needed  Audience geographically distant  Message will be revised or modified  Memos  Longer than one computer screen  Message requires careful formatting  contains detailed visuals  Contains sensitive or important information