1. Chapter 8 Routine E-Mail Messages and Memos

2. Ch. 8, Slide 2 Characteristics of Successful E-Mail Messages and Memos Headings: Date, To, From, Subject Single topic Conversational tone Conciseness Graphic highlighting

3. Ch. 8, Slide 3 Guffey’s 3 x 3 Writing Process Analyze and anticipate Research and compose Revise, proofread, and evaluate

4. Ch. 8, Slide 4 Analyze and Anticipate Do I really need to write? What is my purpose? How will the reader react?

5. Ch. 8, Slide 5 Research and Compose Check files; collect information. Study relevant documents. Make an outline. Write first draft.

6. Ch. 8, Slide 6 Revise, Proofread, and Evaluate Revise for clarity. Revise for correctness. Plan for feedback.

7. Ch. 8, Slide 7 Structure of E-Mail Messages and Memos Subject line Opening Body Closing

8. Ch. 8, Slide 8 Subject Line Summarize the main idea. Example: Budget Meeting June 3, 10 a.m.

9. Ch. 8, Slide 9 Opening Start directly; restate and amplify the main idea. Indirect (ineffective) opening: This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. Direct (effective) opening: All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments.

10. Ch. 8, Slide 10 Body Explain and discuss the topic. Use graphic highlighting to facilitate reading, comprehension, and retention. Consider columns, headings, enumerations, bulleted lists, and so forth.

11. Ch. 8, Slide 11 Closing Request action, including an end date. Summarize the message or provide a closing thought.

12. Ch. 8, Slide 12 Graphic Highlighting Techniques

13. Ch. 8, Slide 13 Graphic Highlighting Techniques Activity 8.6a Enumerated List A recent survey of car buyers revealed the electronic options they wanted: 1. Cruise control79.1% 2. Antilock brakes61.1 3. Keyless entry50.5 4. CD player34.1 5. Trip counter 5.1 A recent survey of car buyers revealed the electronic options they wanted: 1. Cruise control79.1% 2. Antilock brakes61.1 3. Keyless entry50.5 4. CD player34.1 5. Trip counter 5.1

14. Ch. 8, Slide 14 Graphic Highlighting Techniques Activity 8.6b Bulleted List Our employee leasing program can be an efficient management tool because we handle the following tasks for you: Payroll preparation Employees’ benefits Worker’s compensation premiums State and federal reports Our employee leasing program can be an efficient management tool because we handle the following tasks for you: Payroll preparation Employees’ benefits Worker’s compensation premiums State and federal reports

15. Ch. 8, Slide 15 Graphic Highlighting Techniques Activity 8.6c Enumerated List SAFETY TIPS FOR USING ATMs 1. Be aware of your surroundings, especially at night. 2. Use another ATM or come back later if you notice anything suspicious. 3. Put cash away promptly; count it later. 4. At night take a friend with you. 5. Park in a well-lighted area close to the ATM. SAFETY TIPS FOR USING ATMs 1. Be aware of your surroundings, especially at night. 2. Use another ATM or come back later if you notice anything suspicious. 3. Put cash away promptly; count it later. 4. At night take a friend with you. 5. Park in a well-lighted area close to the ATM.

16. Ch. 8, Slide 16 The phenomenal growth of e-mail and use of the Internet mean that today’s communicators need special skills. Communicating in the New World of E-Mail

17. Ch. 8, Slide 17 Communicating in the New World of E-Mail To succeed, you must be able to: Express yourself concisely and quickly. Compose at the keyboard. Understand e-mail ethics, courtesy, and privacy issues.

18. Ch. 8, Slide 18 Smart E-Mail Practices Getting Started Consider composing offline. Get the address right. Avoid misleading subject lines. Apply the top-of-screen test.

19. Ch. 8, Slide 19 Smart E-Mail Practices Content, Tone, and Correctness Be concise. Don’t send anything you wouldn’t want published. Don’t use e-mail to avoid contact. Care about correctness. Resist humor and tongue-in-cheek comments.

20. Ch. 8, Slide 20 Smart E-Mail Practices Netiquette Limit any tendency to send blanket copies. Never send “spam.” Consider using identifying labels (FYI, ACTION, RE, URGENT) Use capital letters ONLY for emphasis or for titles. Don’t forward without permission. Reduce attachments.

21. Ch. 8, Slide 21 Smart E-Mail Practices Reading and Replying to E-Mail Scan all messages before replying to any. Print only when necessary. Acknowledge receipt. Don’t automatically return the sender’s message. Revise the subject line if the topic changes. Provide a clear, complete first sentence. Never respond when you’re angry.

22. Ch. 8, Slide 22 Smart E-Mail Practices Personal Use Don’t use company computers for personal matters. Assume that all e- mail is monitored.

23. Ch. 8, Slide 23 Smart E-Mail Practices Other Smart Practices Use design to improve readability of longer messages. Consider cultural differences. Double-check before hitting the Send button.

24. Ch. 8, Slide 24 Formatting E-Mail Messages Enclose the receiver’s address in angle brackets. –Sherri Rogers Include a salutation (such as Dear Dawn, Hi, or Greetings), or weave the receiver’s name into the first sentence. Use word-wrap rather than pressing Enter at line endings. Single-space within paragraphs and double-space between paragraphs.

25. Ch. 8, Slide 25 Formatting E-Mail Messages Write in complete sentences, and use upper and lowercase letters. Include a signature block, especially for messages to outsiders.

26. Ch. 8, Slide 26 Formatting E-Mail Messages

27. Ch. 8, Slide 27 Kinds of Memos Procedure and Information Memos Request and Reply Memos Confirmation Memos

28. Ch. 8, Slide 28 Procedure and Information Memos These routine messages usually flow downward; they deliver company information and describe procedures. Tone is important; managers seek employee participation and cooperation.

29. Ch. 8, Slide 29 Request and Reply Memos Memo requests for information and action follow the direct pattern. Memo replies are also organized directly with the most important information first.

30. Ch. 8, Slide 30 Confirmation Memos Also called “to-file” reports or “incident” reports. Record oral decisions, directives, and discussions. Include names and titles of people involved. Itemize major issues and request confirmation from the receiver.

31. Ch. 8, Slide 31 Formatting Hard-Copy Memos Leave side margins of about 1¼ inches. Line up all heading words with those following Subject. Indent lines following bulleted or enumerated lines. Use ragged line endings, not justified. Don’t include complimentary close or signature.

32. Ch. 8, Slide 32 Leave side margins of about 1¼ inches. DATE:Current TO:Rob Montaine FROM:Heidi Chan SUBJECT:FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures DATE:Current TO:Rob Montaine FROM:Heidi Chan SUBJECT:FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures 1¼ inch margin 1¼ inch margin

33. Ch. 8, Slide 33 Line up all heading words with those following Subject. DATE:Current TO: Rob Montaine FROM: Heidi Chan SUBJECT: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures DATE:Current TO: Rob Montaine FROM: Heidi Chan SUBJECT: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures

34. Ch. 8, Slide 34 Indent lines following bulleted or enumerated lines. Interoffice memo stationery may be used by any employee. Plain paper or letterhead stationery may also be used for memos, so long as the headings TO, FROM, DATE, and SUBJECT are included. Interoffice memo stationery may be used by any employee. Plain paper or letterhead stationery may also be used for memos, so long as the headings TO, FROM, DATE, and SUBJECT are included.

35. Ch. 8, Slide 35 End