CHAPTER13

Chapter 13Using E-Mail and Instant Messaging : 

Chapter 13Using E-Mail and Instant Messaging by Neyda Kaba Xavier Adame Luis Monreal Martin Limon Sandra Hermosillo

E-Mail Basics : 

E-Mail Basics What is E-mail? E-mail guidelines to keep in mind E-mail is increasingly used for professional purposes E-mail is a from of public communication E-mail is increasingly formal E-mail standards and conventions are still being formed

Legal Issues with E-Mail : 

Legal Issues with E-Mail Your e-mails can be saved and used against you Your workplace e-mails are owned by your employer Copyright laws protect e-mail Harassment and discrimination cases often hinge on evidence found in e-mails

Features of E-mail : 

Features of E-mail

Features of E-mail : 

Features of E-mail

How to Avoid “Career-limiting Moves” When Using E-Mail? : 

How to Avoid “Career-limiting Moves” When Using E-Mail? Recipient Carbon copy Blind copy Spelling E-mail police

Managing E-Mail : 

Managing E-Mail A good e-mail management strategy follows four steps Prioritize Read and Reply Sort and Archive Purge

Step 1: Prioritize : 

Step 1: Prioritize Mentally prioritize your messages Messages from Supervisor or clients, probably need immediate attention Personal messages and requests for information can be handled after the most urgent e-mails

Step 2: Read and Reply : 

Step 2: Read and Reply E-mails have three basic categories: Action-item messages Informational messages (FYI) Junk E-mails that require action should receive highest priority. E-mails that are informational can be read and deleted Junk can be deleted immediately

Step 3: Sort and Archive : 

Step 3: Sort and Archive When finished reading and responding, sort the remaining e-mails into folders Most e-mail programs will create filters or rules that will automatically sort your messages into folders

Step 4: Purge : 

Step 4: Purge Be realistic about the messages you save Will you ever need these messages again? Should the messages be archived on your hard drive or printed out and filed If they don’t need to be kept, delete them

E-Mail Netiquette : 

E-Mail Netiquette E-mail has its on own etiquette, or “netiquette” Guideline 1: Be concise Guideline 2: Provide only need-to-know information Guideline 3: Treat the security of the message a bout the same as a message on a postcard Guideline 4: Don’t say anything in an e-mail that you would not say in a meeting

E-Mail Netiquette (Cont’d) : 

E-Mail Netiquette (Cont’d) Guideline 5: Never immediately respond to a message that made you angry or upset Guideline 6: Avoid using too much humor Guideline 7: Be extra careful about excerpting or forwarding the e-mail of others Guideline 8: Don’t be unpleasant in an e-mail if you would not be unpleasant face to face Guideline 9: Never send anything that could be proprietary

E-Mail Netiquette (Cont’d) : 

E-Mail Netiquette (Cont’d) Guideline 10: Don’t flame, spam, or chain-letter people at work Guideline 11: Think twice before you send “urgent” messages that are making their way across the net Guideline 12: Be forgiving of the grammatical mistakes of others- but don’t make them yourself

Using E-Mail Internationally : 

Using E-Mail Internationally

Using E-Mail Internationally : 

Using E-Mail Internationally Speed of e-mail Challenges of e-mail American error for translation

Using E-Mail Internationally : 

Using E-Mail Internationally Allow time to format a relationship Use titles and last names Focus on the facts Talk about the weather

Using E-Mail Internationally : 

Using E-Mail Internationally Use attachments only when needed Use plain text Limit or avoid photographs and graphics Avoid clichés at the closing

Using E-Mail Internationally : 

Using E-Mail Internationally Avoid humor Create a simple signature file with your contact information Use simple grammar and proofread carefully

Using Instant Messaging at Work : 

Using Instant Messaging at Work

Using Instant Messaging at Work : 

Instant messaging is important tool in the workplace Immediate interaction Quicker than email Companies like Yahoo!, AOL, Microsoft, and Google offer free access to instant messaging. Using Instant Messaging at Work

Guidelines to Consider When Using Instant Messenger : 

Guidelines to Consider When Using Instant Messenger Schedule instant messaging meetings Keep messages short Limit personal comments

Using Text Messaging at Work : 

Using Text Messaging at Work 3 Differences between Instant Messaging and Text Messaging Text messaging is done on a cell phone and Instant Messaging involves the use of a computer. Word count of text messages is limited Cell phone number pad or keypad is limited

Text Messaging can Involve cryptic language : 

Text Messaging can Involve cryptic language Limit of characters in a message Vowels removed Ex: because, bcuz Use of symbols and acronyms Ex: by the way, btw tomorrow, 2moro at, @ Instant Messenger Love Song

Questions? : 

Questions?