Electronic Communication

Electronic Communication

Chapter 5 Communicating electronically What can you do to limit the excessive amount of email that lowers productivity? (Obj.1) Do not contribute to email overload. To avoid clogging the system with unnecessary messages, follow these simple guidelines: Be certain individuals need a copy of the email, and forward an email from another person only with the original writer’s permission Never address an email containing action items to more than one person to ensure a response. This practice supports the old adage “Share a task between two people, and each takes 1% responsibility.” Avoid sending formatted documents. Messages with varying fonts, special print features (e.g., bold, italics, etc.) and clip art take longer to download, require more storage space, and may be unreadable on some computers. In addition, enhancing routine email messages does not support the goals of competitive organizations, and employees and clients/customers may resent such frivolous use of time. Edit the original message when you reply to email if the entire body of the original message is not needed for context. Instead, you can cut and paste pertinent sections within a reply that you believe will help the recipient understand your reply. You can also key brief comments in all caps below the original section. Follow company policy for personal use of email, and obtain a private email account if you are job hunting or sending many private messages to friends and relatives. What practices should be follow to avoid sending a “flame”? (Obj.1) Do not send message when you are angry. Sending a flame, the online term used to describe a heated, sarcastic, sometimes abusive message or posting may prompt a receiver to send a retaliatory response. Because of the potential damage to relationships and legal liability, read email messages carefully before clicking “Send”. Give this warning by using words such as “I...

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