Choosing & Using Media for Brief Messages

Letters & Memos



  • More formal
  • Less formal
  • External messages
  • Internal messages
  • More personal/privacy
  • Open disclosure/announcement

Creating Effective E-Mail Messages

  • Adapting the 3 steps process for successful e-mail
    • Planning e-mail messages
      • Do not overused/misused e-mail
      • Think twice before sending copies to multiple recipients with the cc (courtesy copy) function
      • Follow the organizational hierarchy
    • Writing e-mail messages
      • Make sure the subject line is informative & compelling
      • Keep emotions under control
    • Completing e-mail messages
      • Revise & proofread
      • Use a clean, readable font, in black with white background
      • Include an e-mail signature
      • Before sending, make sure you included everyone necessary

Creating Effective Instant Messages

  • Benefits of IM :
    • Rapid response
    • Lower cost
    • Ability to mimic conversation
    • Wide availability
  • Risks of IM :
    • Security problem
    • Need for user authentication/confirmation
    • Challenge of logging messages
    • Incompatibility between competing IM system
  • Adapting the 3 steps process for successful IM
    • Planning : deliver in a coherent, complete way
    • Writing : more formal for business than personal one
    • Completing : verify that the message is clear & complete before sending
  • Tips :
    • Having purpose to use the IM
    • Unavailable for IM when unnecessary
    • Do not send confidential information if you do not have secure system
    • Do not use IM for lengthy & complex messages
    • Avoid carrying multiple IM conversations at once
    • Make sure the IM filters active & up to date

Creating Effective Business Blogs

  • Important elements for business blogs :
    • Communicating with personal style & authentic/true voice
    • Delivering new information quickly
    • Choosing an interesting topics for readers attention
    • Encouraging audiences to join the conversation
  • Business application of blogging :
    • Project management & team communication
    • Company news
    • Customer support
    • Public relation & media relation
    • Recruiting (employees know more about company)
    • Policy & issue discussion
    • Crisis communication
    • Market research
    • Brainstorming
    • Employee engagement (enhance communication in a company)
    • Viral marketing
    • E-mail replacement
  • Adapting 3 steps process for successful blog
    • Planning : make sure you have a clear understanding of your target audience, the purpose & the scope of your blog
    • Writing : write blog postings in a comfortable but not a careless style
    • Completing : evaluate the content, readability, proofread to correct errors & post the message

Creating Effective Podcast

  • Podcasting can be used to deliver a wide range of audio & video messages
  • Steering devices such as transitions, previews, & review are vital in podcast
  • The podcasting process :
    1. Install recording software
    2. Connect & verify microphone
    3. Click the Record button & start talking
    4. Review your file & edit if needed
    5. Convert file to MP3 format & save
    6. Create & validate your feed
    7. Upload your file & let RSS alert your subscribers

Collaborating On Wikis

  • Wikis enable collaboration on writing projects ranging from brief articles to long reports & reference work
  • Wiki philosophy :
    • The value of wiki stems from the collective insight of all its contributors
    • Team members sometimes need to be encouraged to edit & improve each other’s work
    • Using page templates to ensure your content fits the same style as others
    • Do not insert comments or questions into the main content
  • The 3 steps process works well with wikis whether you are creating a wiki, adding the content or revising existing content

3 thoughts on “Choosing & Using Media for Brief Messages

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