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Electronic Communication at Work

Email continues to be one of the most common forms of e-communication in the workplace. It is the lifeblood of every business or organization because it expedites communication within a firm as well as outside it. Email allows you to send short messages about routine matters that make business function smoothly. It also enables the quick dissemination of longer documents (such as memos or reports) by way of file attachments. Email is an informal, relaxed type of business correspondence, far more informal than a printed memo, letter, short report, or proposal, though it is more complex than instant messaging or an Instagram or Facebook post. Yet even though business email is an easy way of communicating, this does not mean you can forget about your responsibilities as a courteous and ethical employee, co-worker, and writer. You have to revise and review it before you click and send it. That means proofreading carefully and following all the rules of proper spelling (avoid text-message spellings), punctuation, capitalization, and word choice. When you prepare and organize your email message, always consider your reader’s specific needs as well as those of your company. The guidelines set out here will help you to write effective business emails. Although email is convenient, easy to use, and appropriate for routine business correspondence, be careful to use it in appropriate situations. Blogs are important e-communications for employees, managers, and customers alike. Blog posts are short, conversational articles giving readers current and relevant news and commentary on a variety of issues important for your company, your brand, your organization and your profession. Blogs are highly interactive, allowing for a two-way or often group conversation between the author and his or her online audience. In the blogosphere, readers write comments in response to blog posts, and the blogger and other readers can reply. This interaction is the key to a blog’s success. Messaging in the workplace can involve either a networked messaging system or text messaging (and, often, both); what follows are important considerations when you are called upon to write in either medium. Think of messages (or, as they are sometimes still called, instant messages) as somewhere between a phone call and an email, or a chat with a colleague in the hallway of your office. Monitoring and responding quickly to your company’s target audience on social media generates better customer interaction and drives sales. There is a big difference between expressing your own opinions on social media and representing your company’s brand. You have to choose your words carefully before posting company information and responses to the public. Again, keep in mind your posts represent your employer. By following these guidelines, you will be better able to write clear, concise, and ethical e-communications for your audience.