CHAPTER 5

Short Workplace
Messages
and Digital Media

GROUP3
 GROUP
MEMBERS
Huynh Nhat Vu Thi Ngoc Ngo Ngoc
Linh Anh Hanh Nhi
OUTLlINE
S
5.1.Writing Digital Age E-Mail Messages
and Memos
5.2. Workplace Messaging and Texting
5.3.Making Podcasts and Wikis Work for
Business

Nhat
5-1.A E-MAIL: LOVE IT OR HATE IT—BUT
IT’S HERE TO STAY
• 1. E-mail remains essential.
• 2. Experts affirm e-mail’s
resilience.
• 3. E-mail has replaced paper
memos.
• 4. Mobile usage is key.

Nhat
5-1.B WHY WORKERS COMPLAIN ABOUT
E-MAIL
• Poor writing wastes time
• E-mail overload
• Blurred work-life boundaries
• E-mail leaves a digital trail
• Employer monitoring
• Caution is necessary

Nhat
5-1.C KNOWING WHEN E-MAIL IS
APPROPRIATE
• Best for short, informal messages.
• Effective for multiple recipients.
• Not a substitute for personal interaction.
• Use direct conversation for complex
issues.
• Emotional and personnel matters require
in-person communication.

Nhat
5-1.D COMPOSING PROFESSIONAL E-
MAILS
•
Use a clear and concise
subject line.
• Include a greeting.
• Structure the body for
readability.
• Maintain a professional
tone.
• Close with clear action
steps.
Nhat
5-1.D COMPOSING PROFESSIONAL E-
MAILS
•
Use a clear and concise
subject line.
• Include a greeting.
• Structure the body for
readability.
• Maintain a professional
tone.
• Close with clear action
steps.
Nhat
5-1.D COMPOSING PROFESSIONAL E-
MAILS
•
Use a clear and concise
subject line.
• Include a greeting.
• Structure the body for
readability.
• Maintain a professional
tone.
• Close with clear action
steps.
Nhat
5-1.D COMPOSING PROFESSIONAL E-
MAILS
•
Use a clear and concise
subject line.
• Include a greeting.
• Structure the body for
readability.
• Maintain a professional
tone.
• Close with clear action
steps.
Nhat
5-1.D COMPOSING PROFESSIONAL E-
MAILS
•
Use a clear and concise
subject line.
• Include a greeting.
• Structure the body for
readability.
• Maintain a professional
tone.
• Close with clear action
steps.
Nhat
5-1.E CONTROLLING YOUR INBOX

• Check e-mails at set times.

• Turn off notifications.
• Use the two-minute rule.
• Flag longer tasks and schedule a
response.
• Inform others of your response schedule.

Nhat
REPLYING EFFICIENTLY WITH DOWN-EDITING

1
Down-editing
2
Keep only 3
4
relevant parts

Use initials or
colors

Saves time

Nhat
Nhat
5.1.G WRITING INTEROFFICE MEMOS
Memos vs. E-mails: Memos are used for longer, formal, or permanent
internal WHEN
messages.
TO USE MEMOS FORMAT

1 For procedural changes,

instructions, reports, or when
employees lack e-mail.
2 Memos include a subject line,
date, sender, and receiver,
similar to e-mails.

READABILITY
CLOSINGS

3 4
Use headings, lists, and spacing
Should summarize key points,
for clarity.
request action, or invite
feedback without sounding
robotic.

Nhat
 5-2 WORKPLACE MESSAGING AND
TEXTING
Instant messaging (IM): allows real-time
text-based chat over the Internet.
Popular apps like Facebook, Messenger,
WhatsApp... ofter IM.
Texting: usually via smartphone using
SMS or Wifi
68% of Americans own smartphone ,
relying on them for various services
beyond calls and texts

Ngoc
5-2A IMPACT OF INSTANT MESSAGING AND
TEXTING Benefits of IM and Texing
0 Low cost, speed and
1
unobtrusiveness
Business use texting for various customer-facing
functions: news alerts, financial updates, or
account notifications. Acropostable, Best Buy,
Pizza Hut use texting to connect with
consumers
02Immediacy and
efficiency
Users receive immediate confirmation of
message delivery, phone tag. "Presence
functionality" allows coworkers to easily locate
each other online, saving time searching for
colleagues. Ngoc
5-2A IMPACT OF INSTANT MESSAGING AND
TEXTING
Risks of IM and
0 Liability burden
Texing
1
Not using mobile devices incorrectly while
working. A significant percentage of
Americans admit to texting while driving
despite the known the danger
02 Security and legal
requirements
They worry about malware, viruses, phishing
and spam IM and texting are also related to
inappropriate behaviors such as bullying and
sexting.
Ngoc
 5-2B BEST PRACTICE FOR INSTANT MESSAGING
AND TEXTING
Following these guidelines:
• Follow company policies: netiquette rules, Code of conduct, ethical guidelines, as
well as harassment and discrimination policies.
• Don’t disclose sensitive financial, company, customer... and don’t say anything
that could damage your reputation
• Don’t forward or link to inappropriate photos, videos and art
• Don’t text or IM when driving a car; Pull over if you must read or send a message.
• Separate business contacts from family and friends; limit personal messaging
• Avoid unnecessary chichat and know when to say goodbye.
• Keep your presence status up-to-date, and make yourself unavailable when you
need to meet the deadline.
• Use good grammar and correct spelling; Slangs which can be confused and
appear unprofessional.
Ngoc
5-2C TEXT MESSAGING AND BUSINESS
ETIQUETTE
Texting is quick and unobtrusive, this is often
the best replacement for a phone call or e-mail.
With the popularity of text messages, etiquette
experts are noted.

Ngoc
5-3 Making Podcasts and Wikis
Work for Business

Importance: digital communication

tools
Benefits: Enhanced collaboration and
efficiency through podcasts and wikis
Challenges: Issues of misinformation
and security concerns

Hanh
5-3A BUSINESS PODCASTS OR WEBCASTS

0 Definition
1
Streaming and downloadable
audio/video content

02 Growth & Usage

Ongoing development and
adoption by news outlets,
businesses, and educators

Hanh
How Organizations Use Podcasts.

Examples: TED Talks,

Harvard Business Review,
Entrepreneur On Fire

Applications: Training,
marketing, customer
engagement
Hanh
Delivering and Accessing
Podcasts.

Benefits: Cost-
effectiveness,
engagement, and
scalability
Challenges: Audience
limitations, content
quality requirements

Hanh
5-3B COLLABORATING WITH WIKI

Definition: Cloud-based collaborative

platforms for teamwork and knowledge sharing

Hanh
 Advantages of Wikis.

Crowdsourcing Workflow improvement,

knowledge and easy efficiency enhancement
version control

Hanh
How Businesses Use Wikis.

Hanh
 Popular Wiki Platforms

Business Free Tools

Solutions
Microsoft Office 365, Wikispaces, Wikia
Atlassian Confluence,
MediaWiki.
Hanh
Nhi
THANK
FOR
YOU
ATTENTION