Ch. 16: Email and Instant Messaging

• Identify the components of a workplace email message
• Written workplace communication
• Used to efficiently address as many people as necessary
• Electronic paper trail
• Organize an email message
• Heading: To, From, Date, Subject
• Introduction, body, and conclusion
• Signature block at the end
• Emails are more casual- consider your audience. Emails can easily be forwarded
• Make sure the purpose is strictly work-related
• Write an email using a professional style and tone
• Watch spelling, grammar, and word choice
• Avoid text message abbreviations
• Don't let emails become excessively informal
• Emails are not made for AVOIDING awkward situations
• Some problems are too complicated to solve via email
• Decide if the situation requires an email
• Use basic fonts in black
• Recognize copyright and privacy issues affecting email use
• Copyright Issues
• Email is subject to copyright
• Privacy Issues
• You never know who might receive your e-mail. Don't send personal messages, chain mail, or inappropriate jokes.
• Write an email appropriate for a global audience
• Email can be sent to anyone in the world with an email address
• Avoid humor and slang
• Write short, simple sentences
• Be respectful and not too direct
• Consider other media that may be more appropriate 
• If the situation requires something more personal, make a phone call
• Email is not used for most formal correspondence
• Understand the uses of instant messaging in workplace settings
• Instant messages are a faster medium than email
• Consider your audience
• Schedule an IM conversation ahead of time
• Keep conversations separate and brief
• Maintain professional tone, style, and etiquette