Writing Messages for Electronic Media

Writing Messages for Electronic Media

Unit II.1

CHOOSING ELECTRONIC MEDIA FOR BRIEF MESSAGES

Memos and letters E-mail Instant messaging (IM) Text messaging Blogs Podcasts

Printed message vs. electronic alternatives

When you want to make a formal impression

When you need to accompany products or other items that you are physically sending to someone

When you want to stand out from the flood of electronic messages

When you are legally required to provide information in printed form

CREATING EFFECTIVE E-MAIL MESSAGES

Treating E-Mail as a Professional Communication Medium

Adapting the Three-Step Process for Successful E-Mail

Adapting the Three-Step Process for Successful E-Mail

Planning E-Mail Messages Writing E-Mail Messages Completing E-Mail Messages

CREATING EFFECTIVE INSTANT MESSAGES AND TEXT MESSAGES

Capabilities of Business Grade IMs Understanding the Benefits and

Risks of Instant Messaging Adapting the Three-Step Process for

Successful IM

Capabilities of Business Grade IMs

Basic chat Presence awareness Remote display of documents Video capabilities Remote control of other computers Automatic newsfeeds from blogs and

websites Automated bot capabilities

Benefits of Instant Messaging

Rapid response Lower cost than phone calls and e-

mails Ability to mimic conversation more

closely Availability on a wide range of

devices Less possibility of misuse

Drawbacks of Instant Messaging

Security problem (interception and viruses)

Need for user authentication Challenge of logging messages for

later review and archiving Incompatibility between competing

IM systems

Adapting the Three-Step Process for Successful IM

Planning instant messages Writing instant messages Completing instant messages

Planning instant messages

Instant message can be rarely planned

But plan overall exchange to minimise number of messages

Plan request or responding to request

Writing instant messages

More formal than in personal messages

Avoid acronyms like FWIW, HTH, LOL except with close colleagues

Completing instant messages

Easy to produce message But don’t skip revising and

proofreading

Behavioral issues

Potential for constant interruption Ease of accidentally mixing personal

and business messages Risk of being out of the loop ‘Vast potential for wasted time’ Dependence on other people’s

typing abilities

Using IM effectively: Tips Make yourself unavailable when you need to

focus Don’t send confidential information Be careful about sending personal messages Don’t send for impromptu meetings if you

cannot verify that everyone concerned is available

Don’t use IM for lengthy, complex messages – use e-mail instead

Try to avoid carrying multiple IM conversations Make sure filters for ‘spim’ active and up to

date

CREATING EFFECTIVE BUSINESS BLOGS

Global reach & reference value of a conventional website

Conversational exchanges of e-mail or IM

Elements of good Business Blogs

Communicating with personal style and an authentic voice

Delivering new information quickly Choosing topics of peak interest to

audiences Encouraging audiences to join the

conversation

Communicating with personal style and an authentic voice

Written by individuals Exhibit their personal style Audience develop emotional bond

with company

Delivering new information quickly

During a corporate crisis Feel of an active conversation

among audience Need to offer a continuous flow of

new and interesting content

Choosing topics of peak interest to audiences

Cover topics that readers care about Encourage audience to join the

conversation Inputs from readers, suggestions,

advice, criticism

CREATING EFFECTIVE BUSINESS BLOGS

Understanding the Business Applications of Blogging

Adapting the Three-Step Process for Successful Blogging

Understanding the Business Applications of Blogging

Project management and team communication Company news Customer support Public relations and media relations Recruiting Policy and issue discussions Crisis communication Market research Brainstorming Viral marketing E-mail replacement News syndication

Three-Step Process for Successful Blogging: Considerations

Audience: Often linked to business strategy

Purpose: Business related purpose – General Purpose – Specific purpose

Scope: Broad enough for discussion possibilities, but with identifiable focus

Three-Step Process for Successful Blogging

Planning: careful planning for each message

Writing: comfortable, personal style, providing links

Completing: evaluate content, readability, proofread errors, use newsfeed options to distribute your blog