1. Lecture Slides Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Communicating Electronically Chapter 5

2. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Your Turn Explain why you agree or disagree with the following statement: “No one in my company writes anymore. We just send emails and make phone calls.”

3. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Guidelines for Preparing Email Messages Provide a useful ________ line Limit the message to single ______ directed toward __________ needs _________ based on reader reaction Use _______, technical words, and shortened terms selectively Use graphic highlighting for better ___________ _______emails for clarity, conciseness, and tone subject readability topic receiver’s Organize jargon Revise

4. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Netiquette Fundamentals Check email ________ Do not contribute to email ________ Use email for appropriate messages –Send _____, _____ messages –Do not send messages when you are _____ Beware of email ______ and _______ Develop email ____________ habits promptly overload shortdirect angry viruseshoaxes organizational

5. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Instant Messaging Advantages Real-time, simple group communication Instantaneous exchange of graphics and files Cost-effective medium for internal and external communication Informal medium with more attention on message than on grammar/spelling Disadvantages Security and virus prone Computer access required Potential nonwork use on the job Danger of false identity and eavesdropping Too informal for some messages and audiences

6. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Text Messaging Is used more for social communication than as a business tool Frequently serves as a superficial greeting, such as a nod or wave Requires even more conciseness than instant messaging Is more informal and abbreviated than email

7. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Electronic Messages and the Law Assume responsibility for commitments made via email, as printouts serve as verification Abide by copyright laws (use of graphics, message forwarding...) Be familiar with laws that affect technology: — Electronic Communications Privacy Act —allows companies to monitor email usage for legitimate business purposes

8. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Types of Web Presence Distributes information to employees at various locations Requires password Intranet Shares information among partners at various locations Requires password Extranet Available to anyone, anytime Public Web Presence

9. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Writing for the Web Be brief and keep it simple Consider appropriate jargon Use eye-catching headlines Break longer documents into small chunks Use attention-getting devices judiciously Avoid placing critical information in graphic form only Assure accessibility by users with disabilities

10. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Wikis for Business Allows anyone to modify content on a common website in real-time Encourages free exchange of evolving information Should not be considered content authoritative Requires appropriate writing style: –Avoid first-person blogging style –Present factual information in clear, concise, and neutral language

11. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Blogs for Business Are dynamic, with rapidly changing content Can be searchable for useful archives Are usually publicly available Need current information for the specific target audience

12. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Making a Professional Impression with Voice Mail Review greetings and messages before saving Rerecord when necessary Script messages before recording to shorten time Stand, smile, and visualize receiver when recording

13. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Cell Phone Communication Observe wireless-free quiet zones Respect others in public places by using conversational tone and message discretion Place safety above phone usage while driving Choose a secure communication channel for sending confidential or sensitive information

14. Chapter 5, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Your Turn How do you decide which technology might be appropriate for communicating a particular message to an individual or group?