Transcript Chapter 6 Writing Memos and Electronic Communication Business Communication

Chapter 6
Chapter 6
Writing Memos and Electronic
Communication
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Benefits of E-Mail
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Reduces paper waste
Conveys convenient communication
Reduces telephone bills
Reduces telephone tag and
interruptions
Eliminates time barriers
Allows one message to be sent to
multiple recipients
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Guidelines for Preparing Effective
Memos and E-Mail Messages
 Use standard headings (to, from, date,
subject)
 Limit the message to a single topic
directed toward a receiver’s needs
 Use jargon, technical words, and
shortened terms selectively
 Use graphic highlighting to enhance
readability
 Provide a useful subject line
 Sequence ideas based on reader reaction
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Elements of an
Effective Subject Line
• Helps reader sort through a
crowded mailbox
• Describes content in an
understanding way
• Will be meaningful in the future
• Is followed with a restatement
of the subject
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Netiquette Fundamentals
 Check e-mail promptly
 Do not contribute to e-mail overload
 Use e-mail for appropriate messages
— Send short, direct messages
— Do not send e-mail evoking emotion
 Beware of e-mail viruses and hoaxes
 Develop e-mail organization habits
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Aa
E-Mail Formatting Guidelines
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Include appropriate salutation and closing
Limit message to one screen
Keep line length and paragraphs short
Use mixed case
Use emoticons and e-mail abbreviations
in moderation
Include signature file
Proofread message
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Process of Web Development
Useful Web Pages
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning
Chapter 6
Guidelines for Developing
Web Communications
• Design a tightly
organized home page
• Assure a united look and
feel
• Use graphics effectively
• Understand the needs of
the end user
Business Communication, Anniversary Edition
Lehman and DuFrene
2002 South-Western/Thomson Learning