Send the Right Messages about By: Zach Thomas

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 will my receiver think, say, and do in response to this message? What will my receiver think, say, and do in response to this message? Does my receiver have special needs to consider? Does my receiver have special needs to consider?

Who should get the ? Often you are able to send messages to everyone in the company. But should you? Often you are able to send messages to everyone in the company. But should you? People hate spam mail! Many business professionals receive s a day! Many business professionals receive s a day! Its important to only send the message to people directly involved in the problem or decision. Its important to only send the message to people directly involved in the problem or decision. Reply or Reply to all? Reply or Reply to all?

To or not to ? One should decide when is an appropriate means of communication and when it is not. One should decide when is an appropriate means of communication and when it is not. Ex. The company has decided to downsize, not so good… Ex. The company has decided to downsize, not so good… Ex. Company picnic invitations, typical office communication. is acceptable Ex. Company picnic invitations, typical office communication. is acceptable

Emotion? often fails to convey the intent or emotion of the writer. often fails to convey the intent or emotion of the writer. Smiley’s and other shorthand's are acceptable in some instances. Smiley’s and other shorthand's are acceptable in some instances. But, can be considered unprofessional to some audiences. But, can be considered unprofessional to some audiences. In general, they should be avoided when writing to an unfamiliar audience. In general, they should be avoided when writing to an unfamiliar audience.

Get to the Point Compose subject lines very carefully Compose subject lines very carefully Don’t dilute your own message Don’t dilute your own message Use graphics sparingly Use graphics sparingly Write carefully Write carefully Proofread Proofread

Etiquette Keep these politeness pointers in mind when using to communicate: Sending  Assume the message is permanent  Do not rant or use offensive language  Use to foster connections, not to avoid in person encounters  Use a conversational but courteous tone

Etiquette cont… Keep these politeness pointers in mind when using to communicate: Receiving  Promptly forward messages intended for other people  Promptly respond to messages (if a message angers you, give yourself time to relax before replying)  Don’t interrupt your work whenever messages arrive

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