Communicating

Electronically
 Electronic Mail
Communication
Email, instant messaging, Web communications
and voice and wireless technologies are important
goals for accomplishing company goals. A 2007
study indicated that email has over taken the
telephone in terms of the most common workplace
communication tool. The ability to use email
communications effectively is essential to success
in virtually every career.
 Advantages of Email

1. It facilitates the fast, convenient flow of information

among users at various locations and time zone. Mail
service are often too slow for communicating timely
information, and the telephone system is inconvenient and
costly in communicating with people located in several
locations and time zones. For these reasons, email is
especially effective in sending a single message to several
recipients and when needing to communicate 24 hours a day,
365 days a year.
 Advantages of Email

2. It increases efficiency- it reduces “telephone

tag” and unnecessary telephone interruptions
caused when delivering messages that are unlikely
to require a verbal response.
3. It reduces costs- sending email messages
represents a substantial savings to companies in
long-distance telephone costs and postal mail-outs.
 Advantages of Email

4. It reduces paper wastes- often an electronic

messages can be read and immediately discarded
without the need for a printed copy.
 Guidelines for preparing
Email Messages
1. Send to single or multiple addressees
2. Provide a useful subject line
3. Restate the subject in the body of the message
4. Focus on single topic directed toward the
receiver’s needs
5. Sequence your ideas based on anticipated reader
reaction
6. Make careful use of jargon, technical words and
shorted terms
 Guidelines for preparing
Email Messages
7. Use graphic highlighting to add emphasis
8. Revise your email before sending
 Effective use of Email

Learning fundamental netiquette, the buzz word to

proper behaviour on Internet, will assure your online
success. The following guidelines will assist you in
using email effectively:
1. Check mail promptly- generally, a response to
email is expected within 24 hours. Ignoring messages
from coworkers can erode efforts to create a open,
honest, and cooperative work environment.
 Effective use of Email

2. Do not contribute to email overload- to avoid

clogging the system with unnecessary messages,
follow these simple guidelines:
•Be certain individuals need the copy of the email
and forward an email from another person only with
the original writer’s permission.
•Never address an email requesting general action to
more than one person if you want to receive an
individual response.
 Effective use of Email

•Avoid sending formatted documents

•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 a recipient
understand your reply.
•Follow company policy for personal use of email
 Effective use of Email

3. Use email selectively- send short, direct messages

for routine matters that need not be handled
immediately (scheduling meetings, giving your boss
quick updates, or addressing uncomplicated issues)
4. Do not send messages when you are angry- email
containing sensitive, highly emotional messages
could be easily misinterpreted because of the absence
of facial expressions.
 Effective use of Email

5.Exercise caution against email viruses and hoaxes-

social networking sites such as facebook and
MySpace are also common sources of viruses and
spyware. Additionally, be wary to computer hoaxes-
email messages that incite panic, typically related to
risks of computer viruses or deadly threats and urge
you to forward them to as many people as possible.
 Effective use of Email

6. Develop an effective system for handling an email.

Some simple organization will allow you to make
better use of your email capability:
•Set up separate accounts for receiving messages that
require your direct attention
•Keep your email inbox clean by reading email and
taking action immediately.
•Move saved messages into a limited number of
email folders for quick retrieval.
 Text Messaging

Text Messaging- messages that can be sent from

one cell phone to another, a cell phone to a
computer, or computer to computer. Texting is a
variable alternative to phone calls for those with
hearing impairments. Economic and cultural factors
have also driven the advancement of text messaging
in some parts of the world when voice
conversations are more expensive than texting.
 Voice and Wireless
Communication
Not so long ago, voice communication referred
strictly to communication over phone lines, and
using the telephone effectively is still an important
skill in any profession. Although the traditional
telephone still plays an important role in business
activity, voice communication extends to voice mail
systems and ell phone usage. Both voice and data
can be transmitted now using wireless
communication systems.
 Voice and Wireless
Communication
Voice Mail Communication- it allows flexibility in
staying in touch without the aid of a computer.
Voice mail communication can be more effective
by following recommended guidelines:
1. Update your greeting often reflect your schedule
and leave special announcements.
2. Leave your email address, fax numbers, or
mailing address on your greeting.
 Voice and Wireless
Communication
3. Encourage callers to leave detailed messages.
4. Check your voice mail regularly, and return all voice
messages within 24 hours.
When leaving a message, you can improve your
communication by following these tips:
1. Speak slowly
2. Spell your name for the recipient, who might need the
correct spelling.
3. Leave a detailed message
4. Keep your message brief, typically 60 seconds or less
5. Ensure that your message will be understandable.
 Thank you so much!
God bless you and stay
safe 