Technology continues to change the way we work and the way we write Technology continues to change the way we work and the way we write. Not too long ago, a pen, typewriter, and telephone were the primary equipment for business communicators. Then came word processors, fax machines, and e-mail. Today, we can choose from a host of tools that includes cell phones, Web pages, videoconferencing, and instant messaging. Whatever the technology, adaptation is key, and being open minded to change is a must.

E-Mail Messages and Web Writing To learn how to Format e-mail messages. Use e-mail effectively. Write effective subject lines for e-mail messages. Manage time. Write for the Web.

E-Mail Messages and Web Writing Start by answering these questions: How should I set up e-mail messages? What kinds of subject lines should I use for e-mail messages? Should I write e-mail messages the same way I write paper messages?

E-Mail Messages and Web Writing Start by answering these questions: What e-mail “netiquette” rules should I follow? How and when should I send attachments? What style should I use when writing for the Web?

E-Mail Messages and Web Writing Start by answering these questions: Can I use blogging on the job? What other technologies use the Internet?

E-Mail Messages and Web Writing Start by answering these questions: What e-mail “netiquette” rules should I follow? Should I worry about viruses?

When Writing E-Mail, Remember All principles of good business writing still apply with e-mail. While e-mail feels like talking, pay attention to spelling and grammar. You should proofread messages. E-mail should interest the readers in the subject line and first paragraph. Though e-mail standards continue to evolve, good business writing principles still apply. In particular, treat e-mails as seriously as you would any paper message. Use standard edited English, and avoid a flippant or playful tone.

E-Mail Subject Lines Are specific, concise, and catchy. Give good news in positive messages. Give negative news when it’s serious, the reader needs the information to act, or you report your own errors. Make the request clear in persuasive messages. E-mail subject lines are vital, especially in this age of deleting spam messages and those suspected of having viruses. Write clear, specific subject lines to catch your reader’s attention.

For Proper “Netiquette,” Never “Flame” your audience. Send unnecessary e-mails. Compose e-mail messages when you’re angry or upset. E-mail communities develop their own norms, but some basic guidelines like those here apply. In particular, avoid writing messages while you’re angry or otherwise strongly emotional. Remember, once sent, e-mail messages become a matter of record. If you have a conflict with someone, a face-to-face meeting may be more appropriate.

Web Writing Business writing basics apply. Readers skim. Be clear, concise, and complete. In general, keep the style simple and conversational. Readers skim. Use short sentences and paragraphs. Use titles, headings and bulleted lists. Expectations for writing for the Web continue to develop as the Internet evolves. In general, use business writing basics, such as being clear, concise, and complete. Use a simple, conversational tone, as well as short sentences and paragraphs. Where possible, work with designers while composing, and test your design with potential readers before it’s published.

Web Writing Work with designers on format. If links seem too many, they probably are. Test your design with potential users. Images should support text. Avoid complex introductions that slow loading a page. Tell a story with titles and captions.

Scannable Text According to John Morkes and Jakob Nielsen Highlight key words. Use meaningful subheadings. Include bulleted lists. Use one idea per paragraph. Use “inverted pyramid” organization. Use half the word count of a printed page. Avoid “marketese.” John Morkes and Jakob Nielsen suggest these steps to produce text that is “scannable” by visitors to your Web page.

Blogging Blogs can be used for business. Company may own the space. Stay professional. Avoid deeply personal information or unflattering opinions about the company or its employees. Popular blog sites are blogger.com and businessblogconsulting.com. Blogging is an increasingly popular way for businesses to get messages on the Web. Remember, though, that business blogging is different than personal blogging. Avoid deeply personal information or unflattering opinions about your company or its employees.

To Create a Blog for Business Jeff Wurio suggests Identify your audience. Decide where your blog should live. Start talking. “Blog roll,” or link to other sites and blogs. Emphasize words. Keep it fresh. Watch traffic closely. Jeff Wurio suggests these steps to create a blog for your business.

Technology changes—be flexible—but choose useful technology. Web-based technology PDAs. Cell phones. Videoconferencing. Technology changes—be flexible—but choose useful technology. Technology continues to change the way we live and work. Be willing to adapt to new technologies, but choose wisely which technologies are best for your work.