Writen Communication Academic Notes

Writen communication Modernizing business messages How has communication changed the way we work? Traditional business messages: - Consists of letters, memos, brochures Modern business messages - Utilizes digital media such as email, texting, or chat Digital vs traditional communication Digital communication methods Instant fast-paced - No delay for sending messages Extensive - One post can reach millions Convenient - Computer programs Communications for change - Team-oriented means sharing and contribution Digital vs traditional communication (cont) Traditional communication methods - Reader preference - Storage and archive - Security - Convenience - Perception What are some of the benefits of modern business communication? Internal emails and memos Internal business communication Compose emails and memos intended for an audience within the same company or team What to do as the writer: - Create a clear subject line - Write short, concise messages - Proofread your messages - Use email, text when appropriate - Utilize social networking sites Internal emails Types of internal emails: - Newsletter - Event notification - Company policy change - Announcement - Meeting request - Status update Internal emails (cont) Pay attention to the structure and format of your email Subject line - Quick and concise - Use verbs Greetings should sound professional Opening needs to be clear why recipient is receiving email Message body to the point, think of audience Closing should be state desired outcomes/dates Signature needs to be included the full contact information Internal email (cont 2) Think about message before writing What is your purpose? Who is your audience? Before you write, take notes and brainstorm Reflect on your tone before you send the message Strive for clarity Format in an easy-to-read manner Proofread Memos Emo are quite similar to email messages. Memos like emails also contain a “to” and “from” a meaningful subject line, and states the reason for the communication immediately in the message Memos require strong organization in body of message Consider the following when you create a memo - Audience - Purpose - Style - Heading - Brody paragraphs - Format - Closing, having a call-to-action Email chains and listserv Early digital method of professional group communication Can easily add many recipients Provides information to customers but higher privacy risk Listserv: created to help manage large numbers of users Instant messaging and text Text messaging: ability to broadcast short bursts of information to phones Instant messaging: informal, sent and received in real time IM: useful in interactive customer support All messaging should still be professional Multimedia platforms and social media Multimedia platforms - Presentations - Blogs - Wikis - Podcasts Multimedia platforms and social media (cont) Social media: external use - Facebook, twitter, Pinterest, linkin Social media: internal use - Allows large businesses to easily connect employees across different sites Types of external emails - Requests - Claims - Complaints - Adjustments Customer emails Persoanlize email Be appreciative Give thought to content and structure Provides a buffer when delivering bad news What is the common denominator of request, adjustment, claim, and complaint messages? Customer emails Responding to critical message from customer - Contact immediately - Describes immediate remedy - Describe why problem occurred - Describe action to correct problem - Offer positive thought Reasoning to customers request - Provide answer right away, provide summary Using the right communication channel - Who is audience? - How important is message? - What is level of confidentiality? - How much interactivity is needed? - How much information needs to be conveyed? how would you summarize the shift from paper to digital communication? What are some advances in technology that provide new ways to communicate privately and professionally? What are some differences and similarities to direct and indirect messages? What are the features of well-written communication?