19 Sep 2016 . 1145am . Mon . English For Business Communication Chapter 2 : Communication At Work

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Applying The Writing Process

Phase 1 ===> Phase 2 ==> Phase 3
analysis
anticipation
adaptation

check files, gather documentation
outline or list points to cover
compose first draft; expect to revise


Phase 1 ===> Phase 2 ==> Phase 3
research
organization
composition

do i really need to write
what communication channel is best
why am i writing
how will the reader react
how can i save my reader's time


Phase 1 ===> Phase 2 ==> Phase 3
revision
proofreading
evaluation

revise for clarity and conciseness
proofread for correctness
plan for feedback

How Organizations Exchange Written Messages


Paper - Based Messages
Business Letters
Interoffice Memo

Electronic Messages
Email
Instant Messaging
Text Messaging
Podcasts
Blogs
Wikis

Components of Email & Memo

1. Subject lines 
2. Opening
3. Body
4. Closing

summarize message clearly and concisely
avoid meaningless one word headings such as Help or Urgent

1. Subject lines 
2. Opening 
3. Body
4. Closing

frontload main idea immediately
avoid reviewing background

1. Subject lines
2. Opening 
3. Body 
4. Closing

orgainzize information and explainations logically
cover just one topic
use mumered and bulleted lists
consider adding headings for visual impact

1. Subject lines
2. Opening
3. Body 
4. Closing

end with action infomation , dates and deadlines
summarize the message
provide a closing thought
avoid overused expressions


Formatting Email Message
Body
cover just on topic
use uppercase and lowercase letters
use short line length if message might be forwarded

Closing
consider a complimentay closing such as Best / Cheers
Included your name and full contact identification - especially for messages to outsiders. 



Using Emails Smartly, Safely & Professionally

1. Getting Started 
2. Content, Tone & Correctness 
3. Netiquette 
4. Reading And Replying  
5. Personal Use 
6. Other Smart Practice

Getting Started

• consider composing off line
• type the receiver's address correctly
• avoid misleading subject lines
• apply the top of the screen test

 Content, Tone & Correctness

• be concise
• don't send anything you wouldn't want published
• don't use email to avoid contact
• care about correctness and tone
• resist humor and rage
• 
  

Netiquette

• limit any tendency to send blanket copies
• never send " spam "
• consider using identifying labels such as ACTION, FYI, RE, URGENT.
• use capital letters only for emphasis or for publication titles
• seek permission before forwarding and beware of long threads
• 
  

Reading and Replying

• scan all messages before replying
• print only when necessary
• acknowledge receipt
• don't automatically return the sender's message
• revise the subject, complete first sentence
• never respond when you are angry
• 
  

Personal Use

• don't use company computers for personal matters unless allowed by your organization
• assume that all emails is monitored
• 
  

Other Smart Practices

• use design to improve readability of longer messages
• consider cultural differences
• double-check before hitting the send button

 please write a email or memo in a proper format