Lannon_Ch14_EmailTextMessage

Chapter 14: Email and Text Messages

Overview

• Focuses on effective email communication in workplace settings.

• Addresses ethical and legal implications of email and text messages.

Learning Objectives

• Identify components of workplace emails: Understand structure.

• Consider audience and purpose: Tailor emails accordingly.

• Professional writing style: Maintain professional tone.

• Choosing medium: Determine if email is appropriate for the message.

• Ethical and legal considerations: Acknowledge implications of email use.

• Global audience appropriation: Write suitable emails for diverse recipients.

• Understanding text messaging: Learn its role and efficacy in workplace settings.

Email Communication in the Workplace

• Primary Communication Tool:

  • Offers rapid responses and extensive reach.

  • Serves as documentation for tracking projects/issues.

  • Helpful across different time zones and work schedules.

Parts and Format of Email

• Standard Elements:

  • Common fields: "To,” “From,” “Subject,” “cc,” and “bcc.”

• Message Structure:

  • Introduction: Brief and direct.

  • Body: Clearly state the message and its purpose.

  • Conclusion: Summarize and include contact information.

• Formality:

  • Start with appropriate salutation and end with a professional closing.

  • Include a signature block with sender details.

Audience and Purpose

• Broader Reach of Emails:

  • Assume messages may go beyond intended recipients.

• Specific Purpose:

  • Clearly outline the purpose and keep messages concise.

  • Ensure correspondence is work-related.

Email Style and Tone

• Professionalism Required:

  • Respectful language is crucial; avoid blame.

• Simplicity is Key:

  • Use email for straightforward messages; complex issues need different communication.

Choosing the Right Tool for Communication

• Consider Alternatives:

  • Use face-to-face meetings or phone calls for sensitive topics.

• Technical Limitations of Email:

  • Manage file sizes, and keep attachments standard.

Ethical and Legal Email Issues

• Archiving Emails:

  • Acknowledge that workplace emails can be permanent and public.

• Ownership of Messages:

  • Company owns workplace emails; confidentiality is minimal.

• Litigation Risks:

  • Emails could be submitted as evidence, revealing more than intended.

Global Considerations in Email Use

• Rapid Global Communication:

  • Emails can be instantly accessed across the globe.

• Clarity and Professionalism:

  • Keep messages simple and respectful.

Guidelines for Writing and Using Email

• Audience and Purpose:

  • Tailor email content effectively; consider if a memo is more appropriate.

• Response Management:

  • Check emails daily and ensure correct spelling for recipient names.

• Formatting:

  • For brief messages, one paragraph is ideal; avoid indentation and large attachments.

  • Use default fonts for standard communications.

Style, Tone, and Interpersonal Issues

• Subject Clarity:

  • Write clear and concise subject lines.

• Politeness is Essential:

  • Maintain professionalism and avoid caps lock or excess abbreviations.

• Proofreading:

  • Always check for errors before sending.

Global Considerations in Email

• Cultural Sensitivity:

  • Steer clear of humor and idioms; simplicity aids translation.

• Respectful Communication:

  • Approach recipients with careful consideration.

Text Messaging in the Workplace

• Advantages of Texting:

  • Faster communication method; less intrusive than calls.

  • Suitable for quick questions but requires consideration of audience preference.

• Inappropriate Uses:

  • Avoid texting for complex discussions or record-keeping.

Guidelines for Text Messaging

• Professionalism Required:

  • Maintain brief and to-the-point messages; avoid excessive abbreviations.

• Ending Conversations:

  • Know when to stop texting; address sensitive topics elsewhere.

• Use In-House Tools:

  • Prefer organization-specific tools rather than personal phone texts.

Review Questions

1. What are two benefits of using email?

2. What are the standard parts of an email header section?

3. How should an email message be organized?

4. What appears at the very end of most email messages?

5. Why should emails be professional in style and tone?

6. What should be done if a situation becomes complicated?

7. What font is used for standard emails?

8. What should you assume about workplace emails?

9. What are benefits of texting in the workplace?

10. When is texting inappropriate?