This weeks reading “Crafting
Messages for Electronic Media” will help me to prepare my email request. They
go over the pros and cons of different types of communication. For example
email is widely used, however spam and virus can be an issue. It is powerful,
because one can easily look up an old email. Email companies are continuing
improving email to include other helpful tools—calendars, briefcases, built in
word processing.
Some
companies will choose to use other type of media. This includes text messaging,
blogs, and podcasts. Often times the
situation will dictate the type of media used. For example if one is waiting to
board a flight, and needs a quick response they will choose text message over
an email. They also can use online videos for training purposes.
Factors of
a well-written email.
1)
Contain a clear subject—one that can easily be
searched for later.
2)
Open with a warm greeting—good morning, good afternoon.
3)
Be concerned on who you CC and BCC.
4)
Write professionally, us proper grammar and
language.
5)
Ovid acronyms, and slang.
6)
Write emails short and too the point, avoid long
and complex messages.
7)
Take the time to make a professional signature.
8)
When someone is ignoring you, CC their boss—this
was not in the reading, but one of my personal tricks—However, they may get
upset with you for doing so.
9)
Beware of saying urgent or high priority
10)
If you are angry take time to calm down before
you write the email.
This email information is great. A lot of my side business,
I run through email. Some of this I am already doing, I will incorporate other
tips I have learned.
The reading also went over other sources of communication,
IM, blogging, and podcasts. All with similar message, keep it professional, and
keep in mind the intended audience.
When writing a routine request keep three things in mind,
Assume your readers will comply, pay attention to your tone, and lastly be
specific. You rather not have to answer several follow up questions.
Don't bring up too many different topics. Ask the most
important questions first.
I found this out the hard way. I wrote a long and detailed
email, covering several different topics. However, I received a response only
responding to my first request. I realized that the email I sent, should have
been broken up to several different emails.
In Understanding Rhetoric reading, they went over how we
change our writing style as one changes clothes. I can relate to this just over
the past few years I have realized how much ones outfit can sent off a message.
People judge you and often make their mind up before you have a chance to
speak. So it is best to wear appropriate clothing for the given audience. For
example, if I am going to an interview I am going to dress formal—often times I’ll
over dress to send a message of success. If I am going to the gym I and going
to where work-out clothes. If I am going to the rodeo I am going to dress like a
cowboy. The same thing goes for writing, change for your intended audience.
Hey Austin. I think you did a great job summarizing and relaying your personal experiences to this weeks readings. I think you summed it here, "All with similar message, keep it professional, and keep in mind the intended audience."
ReplyDeleteBetween you and Kyran, I feel I need to reread some of the reading. Either way, I will just be reading your summary on your blog and skip the reading from here on out. Thanks for saving me time!
I feel I understand, but feel free to further the discussion; that time and place directly correlate with the type of communication device we use to send a message to each other? This can include context, whom we are communicating, and the location and convenience of where we are. From my experience, observations, and even stats show that many people use, like you were saying emails, but more innovatively and with a purpose, social media websites, emails, texting, and who knows what other ways to communicate
ReplyDeleteP.S. I really like how you used examples which gave me further insight on the issue, and some great tips on how to conduct a pleasant yet effective professional email.
Cheers!
I feel I understand, but feel free to further the discussion; that time and place directly correlate with the type of communication device we use to send a message to each other? This can include context, whom we are communicating, and the location and convenience of where we are. From my experience, observations, and even stats show that many people use, like you were saying emails, but more innovatively and with a purpose, social media websites, emails, texting, and who knows what other ways to communicate
ReplyDeleteP.S. I really like how you used examples which gave me further insight on the issue, and some great tips on how to conduct a pleasant yet effective professional email.
Cheers!
Comment Party!
ReplyDeleteAustin, great job on your analysis and summary of the writing. I really liked your opinions on how to address many of the topics discussed including how to draft a professional email. I like how you relate to the reading with your blogs. I always think it’s a good and engaging tool to have in your arsenal so that your readers get a sense of your life and how this is being applied.
P.S. Thanks for the tip about CC-ing a co-worker or business contact’s boss/manager if they are dodging your emails. It seems like a last resort move, but I’m sure it works 90% of the time.
I wanted to also ask you what you thought about SMS versus email in the professional world. I am always reluctant to create a conversation to a potential business acquaintance over text message. It feels very informal to me. I feel like I should always have a rapport with someone to be texting them with business needs or concerns etc. unless that person/contact is known to desire that to be their method of contact. Do you think that my belief is archaic practice or do you think that emailing is still a institution over SMS and text message?
-Ky