Download - Lecture 8
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Lecture 8
Email and Concision
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E-Mail provides a middle ground
KEY ADVANTAGESKEY ADVANTAGES• A written record _______________________.• “Written conversation” - ________________.• Has made some companies ______________.
KEY DISADVANTAGESKEY DISADVANTAGES• Your message is _____________________.• Your reader cannot see or hear you:
_____________________________.• We all struggle with __________________________.
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Guidelines for E-mail: Format
• Provide __________________________.• Use greetings and closings as in letters• Keep messages ______________ less than___ screens,
and break into brief paragraphs• Proofread and edit to send a professional message;
you don’t know where it may end up• If you include attachments, _______________.
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To:
• To = __________________.
• Cc = _________________.
• 'Bcc' = blind copies; not visible to either to/cc addressees
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Avoid
• _______________________________________ in the “To” line if the message is only FYI for most of them.
• People in “To” line should ________________________________________________.
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Abbrev, IMHO
• Restrict abbreviations to those _________________________:
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Signatures• Since most email addresses can be
cryptic, in business emails, _____________________________.
• Signature files usually contain ___________________________
• Job title, organization, ____________, _______________, __________________.
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Signatures and Quotes
• Avoid _______________________________ in your signature
• Not matter how wise or witty they seem to you, they’ll probably seem moronic to most people.
Piscator non solum piscatur Where there is smoke, there may be smoked salmon.
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Your own address
• Whenever business is involved, use a _________________________________ like [email protected].
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Re:
• Should _______________________________.Should _______________________________.• Be brief--don’t use a complete sentenceBe brief--don’t use a complete sentence• Call ______________________________.Call ______________________________.
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Re:
• Subject lines avoid _____________________________.
• Avoid using punctuation (especially !) in subject lines, since this tends to trigger spam filters.
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Guidelines for E-mail: Tone
• Watch your tone: e-mails can sound ____________________________________.
• Your first e-mail should be ________________: provide context and organize details for discussion
• If an interchange develops, __________________• Avoid putting __________________ in e-mail.• Don’t use “smileys” (emoticons) in business:
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Format
• Keep paragraphs ___________________• If you are sending a report to multiple
recipients, put more detail into the email to avoid ______________________________.
• The fewer the people there are on the recipient list, __________________________.
• Try to keep everything on one screen, about twenty-five lines of text.
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Quoting
• Avoid including a __________________________________ with a one- or two word reply in your email.
• Instead, use ____________________. • >and do you agree with the proposal to hire Ms. Ross to >handle our legal services? Yes. Please make the necessary arrangements.
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It’s Fast, But…
• Don’t assume email gets read immediately.
• Don’t notify colleagues via email ___________________________________________________________.
• If you’re pressured, flag messages as priority/ask for a confirmation when mail is read.
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Priority
• Don’t send messages high priority unless __________________________________________________.
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ConcisionConcision
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Concision
• Concision involves compressing what you mean into the ______________________.
• Don’t state what your readers can easily infer.
• Be aware of ___________________in English.
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Concision Principle 1
1. Avoid ______________________.1. Avoid ______________________.each and everyeach and every
full and completefull and completehopes and desireshopes and desires
hope and trusthope and trust
first and foremostfirst and foremost
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Concision Principle 2
2. Avoid ____________________________.2. Avoid ____________________________.completely finishcompletely finishpast memoriespast memories
future plansfuture plansfuture goalsfuture goals
basic fundamentalsbasic fundamentalspersonal beliefspersonal beliefs
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Redundant Categories
• Specific words imply general categories, so you need to state only ____________________, not the category to which it belongs.
educational processeducational processbright in colorbright in color
heavy in weightheavy in weightshiny in appearanceshiny in appearance
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Concision Principle 3
• 3. Don’t Use __________________3. Don’t Use __________________• To understand negatives, we
must translate them into affirmatives.
• Negatives only imply what to do by _______________________.
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Throat-clearing
• We use some modifiers as verbal tics, which mean __________________.
to all intents and purposesto all intents and purposesgenerallygenerally
at this point in timeat this point in timereallyreallyveryvery
in kindin kind In order to ______In order to ______
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Next Week
CoherenceCoherenceMid-term Mid-term - bring #2 pencil
The quiz is also open-note but not open-book