SHORT WORKPLACE

MESSAGES
and Digital Media

Presented by: Kel 5

 DINA NOVITA SARI
(2362077)

DINO ARYA SATUPO

(2362035)

HILMA AGAZY ALMY P

(2362011)
 TOPIC OUTLINE

PREPARING WORKPLACE
DIGITAL-AGE E- MAKING
MESSAGING AND PODCASTS AND
MAIL MESSAGES TEXTING
and Memos WIKIS WORK FOR
BUSINESS

BLOGGING FOR WEB 2.0: SOCIAL

BUSINESS NETWORKING
 5.1 PREPARING DIGITAL-AGE E-MAIL
MESSAGES
and Memos
• OBJECTIVE
Understand the professional
standards for the usage, structure,
and format of e-mails and
interoffice memos In the digital-era
workplace.
5-1A E-MAIL: LOVE IT OR HATE IT—BUT IT’S
NOT GOING AWAY

• critics say that email is unusable

• the reason why email will still be
the cornerstone of business
people for some time to come
5-1B WHY PEOPLE COMPLAIN
ABOUT E-MAIL

• People say that people complain

about email
• E-Mail Overload.
• E-Mail—Everlasting Evidence.
 5.-1C KNOWING WHEN E-MAIL IS
APPROPRIATE

Email is best suited for short,

• informal messages requesting information and
responding to questions.
• messages addressed to multiple recipients and
messages that need to be archived (stored).
• cover documents when sending longer
attachments
however, is not a substitute for face-to-face
conversations or telephone
calls.
 5.1-D DRAFTING PROFESSIONAL
E-MAILS

Professional e-mails are quite different from messages you

may send to friends. instead of casual words tossed off in
haste, professional e-mails are well-considered messages that
usually carry nonsensitive information unlikely to upset
readers. therefore, these messages should be organized
directly with the main idea first

Here's how to create a professional email

1.Craft a Compelling Subject Line.
2.Include a Greeting.
3.Organize the Body for Readability and Tone
4.Close Effectively.
 FORMATTING AN E-MAIL
MESSAGE THAT MAKES A
REQUEST
5-1E CONTROLLING YOUR INBOX

Business communicators love to

complain about e-mail, and some young
people
even deny its existence. In the business
world, however, e-mail writing IS
business
writing.Instead of letting your inbox
consume your time and crimp your
productivity, you can control it by
observing a few time management
strategies.
 5.1-F REPLYING EFFICIENTLY WITH DOWN-EDITING

Down-editing is the technique of editing the

language in a response to make the language
more concise and clear.This involves inserting
your response into the parts of the incoming

5.1-F
message. After a polite opening, your reply
message will include only the parts of the
incoming message that you responded to.

AND 5.1-G WRITING INTEROFFICE

5.1- MEMOS
In addition to e-mail, you should be familiar with

G
another workplace document type, the interoffice
memorandum. Although e-mail has largely
replaced memos, you may still be called on to use
the memo format in specific instances.
BEST PRACTICES FOR BETTER E-
MAIL
 5-2 WORKPLACE
MESSAGING AND TEXTING
BENEFITS OF IM AND RISKS OF IM AND TEXTING
• Liability burden
• Low cost, TEXTING
speed, and unobtrusiveness.
A worker’s improper use of mobile devices while
Both IM and texting can be low-cost
on company business can expose the
substitutes for voice calls, delivering
organization to staggering legal liability. A jury
messages between private mobile phone
awarded $18 million to a victim struck by a
users quietly and discreetly. Organizations
transportation company’s big rig whose driver
around the world provide news alerts,
had been checking text messages
financial information, and promotions to
• Security and compliance
customers via text.
Companies also worry about phishing
• Immediacy and efficiency.
(fraudulent
The immediacy of instant and text messaging
schemes), viruses, malware (malicious software
has created many fans. A user knows right
programs), and spim (IM spam).
away whether a message was deliv-
Like e-mail, instant and text messages as well
ered. Messaging avoids phone tag and
as all other electronic records are
eliminates the downtime associated with
subject to discovery (disclosure); that is, they
personal telephone conversations.
can become evidence in lawsuits
 5-2B HOW TO USE INSTANT
MESSAGING AND TEXTING ON THE
JOBrules, code of conduct, ethics
• Follow company policies: netiquette
guidelines, as well as harassment and discrimination policies. 21
• Don’t disclose sensitive financial, company, customer, employee, or
executive data.
• Don’t forward or link to inappropriate photos, videos, and art.
• Don’t text or IM while driving a car; pull over if you must read or send a
message.
• Separate business contacts from family and friends.
• Avoid unnecessary chitchat and know when to say goodbye.
• Keep your presence status up-to-date, and make yourself unavailable
when you need to meet a deadline.
• Use good grammar and correct spelling; shun jargon, slang, and
abbreviations,
• which can be confusing and appear unprofessional.
 5-3 MAKING PODCASTS
AND WIKIS WORK FOR
They have their place
BUSINESS
5-3a Podcast atau Webcast Bisnis
among Web 2.0 business communication strategies. Although the terms
podcast and podcasting have caught on, they are somewhat misleading.
The words broadcasting and iPod combined to create the word podcast;
however, audio and video files can be played on any number of devices, not
just Apple’s. Webcasting for audio and vcasting for video content would be
more accurate terms. Podcasts can extend from short clips of a few
minutes to 30-minute or longer digital files. Most are recorded, but some
are live. They can be streamed on a website or downloaded as
 5-3 MAKING PODCASTS
AND WIKIS WORK FOR
BUSINESS
How Organizations Use Podcasts
Podcasting has found its place among
various user groups online. Major news organizations and
media outlets podcast radio shows (e.g., National Public
Radio) and TV shows, from ABC to Fox. These thought-
provoking Mpodcasts on any imaginable topic in
technology, entertainment, and design (TED) are delivered
by an intriguing mix of entrepreneurs, scientists, and other
opinion leaders. Podcasts are also common in education.
 5-3B COLLABORATING
WITH WIKIS
ADVANTAGES OF
Wikis are another important feature of the • FIRST, WIKIS.
WIKIS CAPITALIZE ON CROWDSOURCING,
WHICH CAN BE DEFINED AS THE PRACTICE OF
interactive, partici- patory Web 2.0 TAPPING INTO THE COMBINED KNOWLEDGE OF AN
ONLINE COMMUNITY TO SOLVE PROBLEMS AND
environment. A wiki is a Web-based tool that COMPLETE ASSIGNMENTS.
employs easy-to-use collaborative software to • SECOND, WORKING ON THE SAME CONTENT
JOINTLY ELIMINATES THE INFAMOUS PROBLEM OF
allow multiple users collectively to create, VERSION CONFUSION.
access, and modify documents.
 HOW BUSINESSES USE WIKIS.

Enterprises using wikis usually

store their internal data on an intranet, a private network. An
enterprise-level wiki serves as an easy-to-navigate, efficient
central repository of company information, complete with
hyperlinks and keywords pointing to related subjects and
media. IBM, for example, uses wikis to publish documenta-
tion for its WebSphere and Lotus products and to interact with
the community of adopters.
 5-4 BLOGGING FOR BUSINESS

5-4a How Companies Blog 5-4b Blog Best Practices: Seven

1.Public Relations, Customer Tips for Master Bloggers
• Craft a Catchy but Concise
Relations, and Crisis
Title
Communication.
• Ace the Opening Paragraph
2.Market Research and Viral
• Provide details in the Body
Marketing.
• Consider visuals.
3.Online Communities. • Include Calls to Action
• Edit and Proofread
• Respond to Posts Respectfully.
 5-5 WEB 2.0: SOCIAL
NETWORKING

5-5a tapping Into Social Networks How Businesses Use Social Networks
Business interest in social Adopting the Facebook Model.
networking sites is not surprising if Connecting Far-Flung Workers.
we consider that 93 percent of Crowdsourcing Customers
millennials, also called Generation Y,
go online several times a day. They
are most likely to access the
Internet wirelessly with mobile
phones, laptops, and tablets
 5-5C POTENTIAL RISKS OF SOCIAL
NETWORKS FOR BUSINESSES

Online social networks hold great promise for businesses

while also presenting
some risk. Most managers want plugged-in employees with
strong tech skills. They like to imagine their workers as
brand ambassadors. They fantasize about their products
becoming overnight sensations thanks to viral marketing.
However, they also fret about incurring productivity losses,
compromising trade secrets, attracting the wrath of huge
Internet audiences, and facing embarrassment over
inappropriate and damaging employee posts..
THANK YOU