“Sending The Right Messages About ” Danielle Wilder

2 Introduction is a standard method of communication in most offices. is a standard method of communication in most offices. The article is an excerpt about style and etiquette from a similar commentary reporting the results of a survey of 300 users in U.S. companies. The article is an excerpt about style and etiquette from a similar commentary reporting the results of a survey of 300 users in U.S. companies. The survey results indicated that most companies offered little employee training for using . The survey results indicated that most companies offered little employee training for using .

3 Introduction The following tips will help you use more effectively…

4 Remember the Receiver What does my receiver know? What does my receiver know? What does my receiver need to know? What does my receiver need to know? What does my receiver want to know? What does my receiver want to know? What will my receiver think, say, or do in response to this message? What will my receiver think, say, or do in response to this message? Does my receiver have special needs I should consider? Does my receiver have special needs I should consider?

5 Remember The Receiver Consider carefully who needs to receive your messages: allows you to send messages to everyone in your organization. But should you? allows you to send messages to everyone in your organization. But should you?

6 Remember The Receiver When boxes become clogged with unnecessary messages, communication is impeded. When boxes become clogged with unnecessary messages, communication is impeded. Establish distribution guidelines to avoid information overload. Establish distribution guidelines to avoid information overload. You need to share information with only those people who will help solve a problem or who can make a decision. You need to share information with only those people who will help solve a problem or who can make a decision.

7 Remember The Receiver If you respond to a message that has been distributed to a group, think carefully about whether you need to reply only to the sender of the message or the entire group. If you respond to a message that has been distributed to a group, think carefully about whether you need to reply only to the sender of the message or the entire group. Automatically, and unnecessarily replying to all recipients of a message bogs down the system, clutters people's mail boxes, and wastes everyone’s time. Automatically, and unnecessarily replying to all recipients of a message bogs down the system, clutters people's mail boxes, and wastes everyone’s time.

8 To or Not to ? In some instances employees should not use at all to communicate. In some instances employees should not use at all to communicate. Using might have negative consequences. For example, a private message may become public if it is sent to the wrong person or people. Using might have negative consequences. For example, a private message may become public if it is sent to the wrong person or people.

9 Express Yourself Non-verbal communication accounts for 93 percent of an effective message. Non-verbal communication accounts for 93 percent of an effective message. To compensate, users sometimes use abbreviations and “emotions”, which are a series of keyed characters used to indicate emotion, such as pleasure or sadness . To compensate, users sometimes use abbreviations and “emotions”, which are a series of keyed characters used to indicate emotion, such as pleasure or sadness . If you are going to use shorthand, i.e. “LOL”, define the abbreviation the first time you use it. If you are going to use shorthand, i.e. “LOL”, define the abbreviation the first time you use it. Avoid slang for external and international communications. Avoid slang for external and international communications.

10 Strive for Succinctness Some experts compare the first screen display of an message with the first few seconds of a face-to- face conversation.

11 Strive for Succinctness Consider the following suggestions for capturing your reader’s interest quickly: Compose subject lines carefully. Compose subject lines carefully. In the subject line concisely indicate the content of message. In the subject line concisely indicate the content of message. For example, instead of giving a general description --- “ Training”, be specific “ Training, November 21, Training Room 3a.” For example, instead of giving a general description --- “ Training”, be specific “ Training, November 21, Training Room 3a.”

12 Strive for Succinctness Don’t dilute your own message. Don’t dilute your own message. Stick to one topic when you send an message. Stick to one topic when you send an message. Use the “get- SET” technique: Use the “get- SET” technique: S tate your purpose E xpand it with pertinent details T ie the message up by summarizing or asking for action.

13 Strive for Succinctness Use graphics judiciously. Use graphics judiciously. Bullets and lists can attract attention, but use them sparingly. Bullets and lists can attract attention, but use them sparingly. Do not type messages entirely in capital letters. Many users of think of writing in caps and “flaming” or SHOUTING. Do not type messages entirely in capital letters. Many users of think of writing in caps and “flaming” or SHOUTING.

14 Strive for Succinctness Write carefully---your grammar spelling and punctuation will affect others’ perception of you. Write carefully---your grammar spelling and punctuation will affect others’ perception of you. Proofread---reread all messages before you send them. Proofread---reread all messages before you send them.

15 Etiquette When sending an message: Choose your recipients carefully, don’t inundate people with information they don’t need. Choose your recipients carefully, don’t inundate people with information they don’t need. Get to the point. Limiting your message to one screen of text is a good rule of thumb. Get to the point. Limiting your message to one screen of text is a good rule of thumb. Use to foster connections, not avoid face- to-face encounters. Use to foster connections, not avoid face- to-face encounters.

16 Etiquette When receiving messages: Promptly forward messages intended for other receivers. Promptly forward messages intended for other receivers. Promptly respond to messages. Promptly respond to messages. Don’t interrupt your work whenever a message arrives. Don’t interrupt your work whenever a message arrives.

17 Thank You!!!