2. Welcome To Routine E-Mail Messages and Memos Presented by: Walla, Kazi, Justin and Linda Content derived from chapter eight of the book Business Communication: Process and Product written by Dr. Mary Ellen Guffey.

3. Learning Objectives Demonstrate how a defined writing process can produce more effective email messages and memos Explain the basic structure and formatting principals for email messages and memos Outline best email practices

4. Learning Objectives Understand how to write messages that provide information or procedures Understand how to best write request or reply messages Explain the best way to write messages that serve as confirmation

5. DEFINING THE WRITING PROCESS

6. Prewriting Analyzing the main reasons of writing the E- mail or the Memo Anticipating the impact the message will have on the reader Adapting the message to the reader`s need & interests

7. Writing Researching & collecting information on the about the subject of interest Organizing the message by making an outline of the points to cover Composing the first draft by grouping related information into short paragraphs

8. Revising Revise the message for any lack of clarity and lack of explanation Proofreading the sentences for typos, grammar mistakes, and misspelled words Evaluating the contents of the message for receiving quick feedbacks

9. BASIC STRUCTURE AND FORMATTING

10. STRUCTURING E-MAIL MESSAGES 1.Informative subject line 2.An conscious opening 3.A body that is easy to comprehend 4.An appropriate closing A well structured e-mail message contains four parts:

11. # 1 The Subject Line An informative subject line is used to state the purpose of the message in abridged form The importance of the subject line Make sure to use key words in the subject line DID YOU KNOW? The average subject line displays about 35 characters.

12. Subject Line Poll Text a code to 37607 1.re: re: Staff Meeting –356416 2. Staff Meeting @ my office on May 12 th –356415 3.Meet me @ my office! –356417

13. # 2 The Opening Busy readers want to be able to know immediately the content of the message they are reading Opening states the purpose concisely and highlights the main ideas Textbook example : Indirect opening: “For the past six months the Human Resources Development Department has been considering changes in our employees’ benefit plan.” (p.158) Direct opening: “Please review the following proposal regarding employees’ benefits, and let me know by May 20 if you approve these changes.” (p.158)

14. # 3 The Body Only one topic is discussed in the body in order to help the reader act on the subject The body is designed for easy comprehension

15. # 4 The Closing Readers search for deadlines in the closing End message with: Information about deadlines and dates  “Make sure that your report is submitted by November 18” A summary of your message  “Attending those five conferences will help you succeed in this company” A closing thought  “Looking forward to meeting you”

16. BEST EMAIL PRACTICES

17. Best Email practices Write your email using a processing program to avoid losing your writing Double check the email address by using your electronic address book Make sure your subject line is relevant and helpful Be concise; avoid writing unnecessary information Beware of what you send - Email is permanent Don’t use email to avoid contact and conflicts

18. Best Email practices Words and writing style affects the reader Avoid writing messages In caps, use when necessary only Reduced attachments for downloading and virus purposes Proof read your email before you send it Watch the subject line over time (re:re:re)

19. WRITING INFORMATION & PROCEDURE MESSAGES

20. Writing Information and Procedure E-Mail Messages and Memos Writing objective is to convey clear messages typically on daily operations Messages usually flow downward in the organization Follow proper writing process and message structure Message should come across as positive

21. Writing Information and Procedure E-Mail Messages and Memos Message should convey to reader what they ‘should do’ Use action verbs and numbered steps Watch your tone! –Explain change don’t lay blame –Highlight benefits don’t accuse –Give reasons and be positive

22. WRITING REQUEST AND REPLY MESSAGES

23. Making Requests Use the direct approach:  Start by asking the most important questions with an explanation  Make sure to use polite command Be specific with your deadlines, in order to encourage procrastinators to get their work done on time

24. Replying to Requests Follow the 3x3 writing process when replying to an e-mail Organize your ideas Use a sympathetic and direct opening Start by answering the writer’s questions Have a systematic order when providing the requested information Be specific in spelling it out

25. WRITING CONFIRMATION MESSAGES

26. Writing Confirmation Messages Serves as a permanent record Preserves proper formatting Be sure to emphasize key points Clearly identify the individuals involved Request feedback Criticism: too many “cover-your-tail” messages

27. Further Learning Want to learn more? Check out our website...

28. Zenome Sub Category Link http://www.zenome.com/directory /index.php?parentID=007.063.00 8&desc=08-

29. LINK TO DOT COM SITE

30. Link to Research Article

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32. Link to pdf on.edu site

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34. LinkedIn Discussion Forum

35. Link to journal

36. Link to Video

37. Link to Wikipedia

38. Link to Blog

39. Link to Amazon Book