Business Writing:

1
Business Writing

• Memos, Email, IM

2
Overview

• Memos Review of Organization and Format
• Emailsa special form of memos
• Instant Messaging (IM)

3
Characteristics of Successful Memos

• Headings Date, To, From, Subject
• Single topic
• Conversational tone
• Conciseness
• Graphic highlighting

4
Organization of Memos

• Subject line
• Budget Meeting June 3, 10 a m
• Opening
• Indirect (ineffective)
• Direct (effective)
• Body
• Closing

This is to inform you that we must complete the
annual operating budgets shortly. Over the past
two months many supervisors have met to discuss
their departmental needs.
All supervisors and coordinators will meet June 3
at 10 a.m. to work out the annual operating
budgets for their departments.
5
Formatting Hard-Copy Memos

• DATE Current
• TO Rob Montaine
• FROM Heidi Chan
• SUBJECT STATIONERY FOR MEMOS
• Welcome to Multimedia, Rob! Im pleased to be
  able to answer your questions about stationery
  for memos in the organization
• Please examine the enclosed samples and call me
  if you have additional questions
• Enclosures
• Sincerely

1 25 side margins
Jagged right edge
2 blank lines here
6
Memo Example

• DATE Current
• TO Kim Johnson, Corporate Communications
• FROM Tim Rudolph, CEO
• SUBJECT DEVELOPING STAFF E-MAIL POLICY
• Please draft a policy outlining appropriate
  e-mail use for employees.
• Our company needs such a policy because I have
  received reports of misuse including offensive
  statements, pornography downloads, and even
  gambling. Here are a few points that the policy
  should cover
• E-mail is for business only.
• E-mail messages may be monitored.

7

• No pictures or other attachments should be sent
  without valid reason.
• E-mail should not be used to discuss personnel
  matters.

Please submit a draft to me by October 1 so a
policy can be completed by November 1. Call me
at 836-3155 if you have questions.
8
Overview

• Memos Review of Organization and Format
• Emailsa special form of memos
• Instant Messaging (IM)

9
Prevalence of Email

• In an average work day, how much time do you
  spend reading and sending email
• messages?
• a. 10 minutes
• b. 20 minutes
• c. 2 hours
• d. None

http//www.thevetrecruiter.com/articles.htmemail
10
Email Special Memos

• Include a salutation
• Use word-wrap
• Double space between single-spaced paragraphs
• Use complete sentences with upper and lowercase
  letters
• Include a signature block

11
Smart E-Mail Practices

• Content, Tone, and Correctness
• Consider composing offline
• Be concise
• Dont send anything you wouldnt want published
• Dont use e-mail to avoid contact
• Resist humor and tongue-in-cheek comments
• Netiquette
• Limit any tendency to send blanket copies
• Never send spam
• Consider using identifying labels (FYI, ACTION)
• Use capital letters ONLY for emphasis or titles
• Dont forward without permission
• Reduce attachments

12
Smart E-Mail Practices

• Reading and Replying to E-Mail
• Scan all messages before replying to any
• Print only when necessary
• Acknowledge receipt
• Dont automatically return the senders message
• Revise the subject line if the topic changes
• Provide a clear, complete first sentence
• Never respond when youre angry
• Check response before hitting Send
• Assume that all emails are monitored

13
Big Brother IS Watching!

• 25 have terminated employees for e-mail misuse
• 55 retain and review messages
• 86 let the employees know their email is being
  monitored
• 84 have email policies
• 20 had email subpoenaed
• 13 had workplace lawsuits triggered by employee
  email

AMA/ePolicy Institute Research http//www.amanet.o
rg/research/pdfs/EMS_summary05.pdf
14
Overview

• Memos Review of Organization and Format
• Emailsa special form of memos
• Instant Messaging (IM)

15
Email and IM

• Google blends instant messaging with e-mail
• IM not just for teenagers and college students
• Biggest benefit to project work teams
• "Instant messaging could well be the dial tone of
  the future albeit a silent one."

http//www.msnbc.msn.com/id/11206305/ http//www.m
icrosoft.com/smallbusiness/resources/technology/co
mmunications/10_tips_for_using_instant_messaging_f
or_business.mspx http//www.entrepreneur.com/artic
le/0,4621,324452,00.html
16
Instant Messaging in Business

• Pro Saves time and effort
• DO Keep messages concise and simple
• Pro Improves customer service
• DO Create separate work/social buddy lists
• DO Use an identifiable username
• DO Update your status throughout the day
• Pro Enables persistent connection
• Con Security risks
• DO Be aware of virus and related security risks
• DONT Share personal data or information via IM

http//www.microsoft.com/smallbusiness/resources/t
echnology/communications/10_tips_for_using_instant
_messaging_for_business.mspx http//www.entreprene
ur.com/article/0,4621,324452,00.html
17
IM in Business

• Con Creates new legal risks
• DO Adopt a user policy for instant messaging
• DON'T Use instant messaging to communicate
  confidential or sensitive information.
• DO Be aware that instant messages can be saved.
• DON'T Compromise your company's liability, or
  your own reputation.
• Con Decreased productivity
• DON'T Allow excessive personal messaging at
  work.
• Con Limited interoperability between IM systems

18
What is Your Position?

• With your teammate, create a company policy that
  covers both email and IM
• Draft a memo in Word format (can format manually
  or use a Word template)
• Apply proper memo formatting and organization
  guidelines
• Submit as attachment to email by Wednesday, March
  27
• prattja_at_uwec.edu
• HiltonTS_at_UWEC.edu

19
Go Forth

• and Communicate Clearly and Responsibly