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Topic:

Productive Emailing BUS 303

Essay Instructions:

PLEASE FOLLOW THE INSTRUCTIONS ON THE ATTACHED DOCUMENT THE UNIVERSITY IS TIGHTENING DOWN ON REFERENCE PAGES AND HEADING PAGES ARE NOT COUNTING TOWARDS THE THE PAGE THEREFORE PLEASE ENSURE THAT REFERENCES AND PAPER TITLE HEADINGS ARE CONSIDERED SEPARATE.

 

To access readings found in ProQuest, click ONLINE LIBRARY found on the left column in CourseNet.  This will take you to the Trident University OnLine Library.  Click PROQUEST CENTRAL.  Copy the title of the article you wish to access and paste it in the search field on the ProQuest page where you will be directed to the article for reading.

 

The way to learn to write good emails is to learn the principles and then practice. The same goes for messages that encourage people to regard your organization with goodwill and simple routine messages. This case asks you to do all of these, in an intercultural context. So, read the following: 

On Writing Emails 

  • Professional E-Mail Needs Attention

Christensen, G.J. (2003). Professional E-mail Needs Attention.  Accessed from: http://www(dot)csun(dot)edu/~vcecn006/email.html

Does E-Mail Escalate Conflict?

Some of these articles help to explain some of the bad outcomes that email can lead to. The articles also help you to see how to avoid these outcomes.

Peele, T. (2012, Jan 29). It's time to get tough on officials' texts, emails. Contra Costa Times. Retrieved from http://search(dot)proquest(dot)com/docview/1034248216?accountid=28844

Petraeus shocked to hear of emails, associates say. (2012, Nov 13). Los Angeles Times. Retrieved from http://search(dot)proquest(dot)com/docview/1151214676?accountid=28844

Don't hide behind your emails. (2012, Oct 25). The Daily Post. Retrieved from http://search(dot)proquest(dot)com/docview/1115208107?accountid=28844

  • http://www(dot)101emailetiquettetips(dot)com/index.htmlWriting Effective E-Mail: Top 10 Tips

Jerz, D.G. (2000).  E-Mail: Ten Tips for Writing It Effectively. Accessed February 17, 2011, at: jerz.setonhill.edu/writing/e-text/e-mail.htm

On Writing Goodwill Messages 

  • The Write Stuff for Quality

Campanizzi, Jane (2005). The Write Stuff for Quality.  Accessed February 17, 2011, at: http://qpc(dot)co(dot)la(dot)ca(dot)us/cms1_035856.pdf.

On Intercultural Communication 

Peele, T. (2012, Jan 29). It's time to get tough on officials' texts, emails. Contra Costa Times. Retrieved from http://search(dot)proquest(dot)com/docview/1034248216?accountid=28844

Petraeus shocked to hear of emails, associates say. (2012, Nov 13). Los Angeles Times. Retrieved from http://search(dot)proquest(dot)com/docview/1151214676?accountid=28844

Don't hide behind your emails. (2012, Oct 25). The Daily Post. Retrieved from http://search(dot)proquest(dot)com/docview/1115208107?accountid=28844

 

  • Intercultural Communication: A Guide to Men of Action

This article is very old, very short and very good.

Hall, E. T. & Whyte, W. F. (1960). Intercultural Communication: A Guide to Men of Action. The International Executive. New York, 2(4) 14-15. 

The Anthropology of Manners

Ditto for this one.

Hall, E. T., (1959). The Anthropology Of Manners. The International Executive. New York, 1(3), 9-11. (ProQuest)

And Then...

Please read the two articles below in the ProQuest data base. Then imagine you are VP Employee Communications at a large service firm, such as a bank, advertising or consulting firm.

R, S. G. (2008). Tame the email beast! A baker's dozen. Performance Improvement, 47(4), 5-6. Retrieved from http://search(dot)proquest(dot)com/docview/237235613?accountid=28844

 

(VIDEO + ARTICLE)  Manktelow, J. &  Carlson, A.Writing Effective Emails: Making Sure Your Messages Get Read and Acted Upon  http://www(dot)mindtools(dot)com/CommSkll/EmailCommunication.htm 

 

Assignment Instructions:

Read the article “Tame the email beast!” Create an email, in a letter format, (about 450 words) to all of your employees to announce an email policy that you have just created. You are not persuading: you are announcing. Specify the response that you want from the email (for example: ask the recipients to email a receipt response).  Your email must start with an introduction and end with a conclusion.  You must be tactful and professional.  Remember: some of those folks have been around a long time and some are beginning their very first jobs.

Then write a brief summary (about 300 words) explaining why you chose to emphasize these principles in your email and discuss at least three rules that you used from the article “Tame the email beast!” and why you wrote your message as you did. In this summary, please discuss your objectives and how you used the other background readings.

This section of the assignment should include at least 2 references (using the articles provided in the case study), properly cited, to articles from the background materials.

Your assignment will be graded on logical flow, ease of reading, tone of message, references to articles, understanding of concepts, and (for that extra special touch) tasteful creativity.

Be careful: remember that emails can be leaked! If your email appeared on Page 1 of the Wall Street Journal, would you be proud or embarrassed?

Submit your assignments by the module's due date.

Assignment Expectations:

Write a short email (450 words) announcing an email policy after reading the required article.

Write a summary (about 300 words) explaining why you used the principles and the rules from the articles that you used in writing your email.

Essay Sample Content Preview:

Productive Emailing
Name:
Institution:
Introduction
Emails are an integral part of communication in this organisation, as they are close to the primary source of all the information that circulation. As such they are important elements of the organisation and will remain as such, but there are going to be a few changes that will help us operate in a more effective and efficient manner (Hall, 1959). More than 60% of the working hours have been found to be occupied by the practice of attending to emails leaving the other 40% to the productive aspects of the organisation. In light of the time wasted on the emails communication the organisation has come up with policies that will the practice regulated to a bare minimum.
Email
Subject: Email Policies to Be Implemented By All the Departmental Heads
Dear staff,
Starting from the next quarter, kicking off in the next two weeks, all personnel will be required to send less mail to all their correspondents. The more emails every office sends the more they are bound to receive resulting a vicious cycle of overwhelming emails at the end of the day. All the departments will be required to adapt the face-to-face meetings and the phone calls, which are more effective and reduce the time dedicated to the information sharing. Where the emails have to be used, instant messaging is highly advocated as it is fast and short, which should be the same case with the emails.
In the same light, all the personnel will be required to write less emails, as it has emerged that the more one write in a single email, the more likely the reply is going to be long as well. The new practice will require that the emails are limited to a minimum of five lines. To help the clients with the information that need from the emails, every message that is sent out will have a summarized heading, which sharp and to the point. This way the clients can easily read into the message without requiring them to read through lots of prose (Jerz, 2000).
The next step towards this revolution will be working towards receiving fewer emails. Some of the emails are just meant to inform the various respondents of the progress or new aspects of the projects that are working on and therefore do not require a reply. As such, it is going to be a custom to indicate that the emails are not meant to be replied (R, S. G., 2008). The recipient is notified that the emails that they received were just meant to inform them.
It has also come to the notice of the organisation, that most of the personnel are using the emails as chat rooms, other than the intended purpose of formal communications. This is therefore means that majority of the staff spend most of their working hours cha...
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