Download - Writing Messages for Electronic Media
Writing Messages for Electronic Media
Unit II.1
CHOOSING ELECTRONIC MEDIA FOR BRIEF MESSAGES
Memos and letters E-mail Instant messaging (IM) Text messaging Blogs Podcasts
Printed message vs. electronic alternatives
When you want to make a formal impression
When you need to accompany products or other items that you are physically sending to someone
When you want to stand out from the flood of electronic messages
When you are legally required to provide information in printed form
CREATING EFFECTIVE E-MAIL MESSAGES
Treating E-Mail as a Professional Communication Medium
Adapting the Three-Step Process for Successful E-Mail
Adapting the Three-Step Process for Successful E-Mail
Planning E-Mail Messages Writing E-Mail Messages Completing E-Mail Messages
CREATING EFFECTIVE INSTANT MESSAGES AND TEXT MESSAGES
Capabilities of Business Grade IMs Understanding the Benefits and
Risks of Instant Messaging Adapting the Three-Step Process for
Successful IM
Capabilities of Business Grade IMs
Basic chat Presence awareness Remote display of documents Video capabilities Remote control of other computers Automatic newsfeeds from blogs and
websites Automated bot capabilities
Benefits of Instant Messaging
Rapid response Lower cost than phone calls and e-
mails Ability to mimic conversation more
closely Availability on a wide range of
devices Less possibility of misuse
Drawbacks of Instant Messaging
Security problem (interception and viruses)
Need for user authentication Challenge of logging messages for
later review and archiving Incompatibility between competing
IM systems
Adapting the Three-Step Process for Successful IM
Planning instant messages Writing instant messages Completing instant messages
Planning instant messages
Instant message can be rarely planned
But plan overall exchange to minimise number of messages
Plan request or responding to request
Writing instant messages
More formal than in personal messages
Avoid acronyms like FWIW, HTH, LOL except with close colleagues
Completing instant messages
Easy to produce message But don’t skip revising and
proofreading
Behavioral issues
Potential for constant interruption Ease of accidentally mixing personal
and business messages Risk of being out of the loop ‘Vast potential for wasted time’ Dependence on other people’s
typing abilities
Using IM effectively: Tips Make yourself unavailable when you need to
focus Don’t send confidential information Be careful about sending personal messages Don’t send for impromptu meetings if you
cannot verify that everyone concerned is available
Don’t use IM for lengthy, complex messages – use e-mail instead
Try to avoid carrying multiple IM conversations Make sure filters for ‘spim’ active and up to
date
CREATING EFFECTIVE BUSINESS BLOGS
Global reach & reference value of a conventional website
Conversational exchanges of e-mail or IM
Elements of good Business Blogs
Communicating with personal style and an authentic voice
Delivering new information quickly Choosing topics of peak interest to
audiences Encouraging audiences to join the
conversation
Communicating with personal style and an authentic voice
Written by individuals Exhibit their personal style Audience develop emotional bond
with company
Delivering new information quickly
During a corporate crisis Feel of an active conversation
among audience Need to offer a continuous flow of
new and interesting content
Choosing topics of peak interest to audiences
Cover topics that readers care about Encourage audience to join the
conversation Inputs from readers, suggestions,
advice, criticism
CREATING EFFECTIVE BUSINESS BLOGS
Understanding the Business Applications of Blogging
Adapting the Three-Step Process for Successful Blogging
Understanding the Business Applications of Blogging
Project management and team communication Company news Customer support Public relations and media relations Recruiting Policy and issue discussions Crisis communication Market research Brainstorming Viral marketing E-mail replacement News syndication
Three-Step Process for Successful Blogging: Considerations
Audience: Often linked to business strategy
Purpose: Business related purpose – General Purpose – Specific purpose
Scope: Broad enough for discussion possibilities, but with identifiable focus
Three-Step Process for Successful Blogging
Planning: careful planning for each message
Writing: comfortable, personal style, providing links
Completing: evaluate content, readability, proofread errors, use newsfeed options to distribute your blog