Communications and Collaboration
Communications and CollaborationExploring communication
methodsPeople with whom you are corresponding and the topic of the
correspondence determine the method of electronic
communication.
E-MailShould be used when:the correspondence might need a paper
trailthe correspondence covers multiple pointsthe correspondence
needs to be accessed frequently
Instant messaging / TextingBest used when correspondence needs
to be accessed in real time.Can send and receive messages
from:ComputerCell phoneOther mobile device
TeleconferencingPermit the live exchange and sharing of
information between two or more peopleCan be audio or videoAllow
groups of people to communicate with each other online
Advantages of electronic communicationNot restricted to a
specific place and timeCan use text and
graphicsInstantaneousCommunication can beone to oneone to manymany
to many
Advantages continuedCost is minimal or freeAccess is available
from various devicesForwarding and routing of messages can be done
in an instantGroup Communication optionsFile
sharingBlogsWikisDiscussion boardsAll of these options enable
groups of people to contribute and receive information quickly with
the ability to comment and see everyones comments.Electronic
communication problemsElectronic communication is not without
problemsDiscussion of the most common issues follow:Lost internet
connectionTo take advantage of the communication options you must
be connected to the internet.There will be times when you lose your
internet connection and Windows includes a troubleshooter for lost
connectionIf the troubleshooter does not fix problem you may need
to contact your internet service provider
E-mail software problemsService providers connection could be
downOften waiting a few minutes to send or receive messages solves
the problem
Common Problems with downloading and viewing emailThe size of
the attachment might be the problemThe virus software may detect
issues with attachmentIssue could be with the type of
messageadvertising or unrecognizable documents
EMAILCommunicating electronically
13Email Requirements Computer ISP: Internet Service Provider
Email Address14The Parts of an Email Address Username: jostudent
ISP: @quest Domain: [email protected] [email protected]
No spaces between the 3 parts
15Types of
Domains.COMcommercial.NETnetwork.EDUeducational.ORGNon-profit
organization.MILmilitary.GOVgovernment.INTinternational16What Can
You Do With Email? Read it Reply to It Forward It Delete It Move or
Save It Print It
17Advantages of Email Information can be distributed faster to
many people Quicker response time Saves Time and Money Time zonesNo
Problem Eliminates telephone tag Can read at ones own
convenienceMessages composed and delivered any time regardless of
holidays or weekends.18Disadvantages of Email Email is not private
Permanent record of email message is stored-even deleted messages
Email can be placed under subpoena Once sent, it cannot be
retracted (there are exceptions)You lose control. Any email can be
forwarded easily by the recipient to anyone the recipient
chooses19Guidelines of Email One subject per message: ALWAYS USE
SUBJECT LINE What would your reaction be to the message? Message
needs to be correct, concise, and clear Maintain goodwill of
recipient Use paragraphs Remember common courtesies like Please and
Thank you20SignatureUse signature on your messagesUsernames can be
anonymousYour personal business card@%@%@%@%@%@%@%@%Joe StudentHigh
School [email protected] it and its
done!@%@%@%@%@%@%@%@%21Netiquette Proper protocol when using
emailWhats acceptable and what is notBy using email you agree to
abide by the protocol CAPS = shouting SPAM: unwelcome email and
advertisements
22Emoticons Transmits an emotion in email
:) or :-) = happiness:( or :- ( = unhappiness:D or :-D =
Laughter:O or :-O = Surprise, yelling or realization of an error
("uh oh!")
23AcronymsAbbreviations used for common phrases.LOL = Laugh out
loudTTYL = Talk to you laterB4N = Bye for nowROTFL = rolling on the
floor laughing
Recipient needs to know the acronyms meaning
24Email EtiquetteEmail etiquette offers some guidelines to
facilitate better communication between sender and reader.What you
dont see is importantIn an email you cant see some verbal and
non-verbal communication that help us decode messages.
Tone of VoiceHand GesturesProximity to usTime Frame to Respond
to an Email?Emails should be responded to as quickly as
possible.Make sure you give yourself enough time to research an
issue, or to formulate a proper responseGenerally emails should be
answered in the same time frame as a phone call.
Emails have Punctuation?Emails do have punctuation.Use standard
punctuation that you would use in any other type of communication
such as memos or lettersCapitalize proper nounsDont abbreviate or
use acronyms many people who use email dont understand the
acronymsUse appropriate end punctuationSpell Check
Subject LineThe subject line lets readers know what the message
is about. Emails should always have an appropriate subject
line.Many people discard emails that do not have subject lines
because they are generally regarded as SPAM.Emails are not
PrivateEmails are public documents and can be viewed by anyone.
Once you send an email you have no control over who views it
because it can be forwarded on to any number of people.Only put
things in your email that you can openly defend should your message
be circulated or shown to other people.Flaming
Flaming is a virtual term for venting emotion online or sending
inflammatory emails.Flaming is inappropriate because once sent you
cannot take your words back.Misinterpretations happen easily
because you cant see non-verbal expressions to help you understand
the message content.Flaming in an EmailBefore sending an
inflammatory email ask yourself the following questions:Would I say
this to this person face to face?Am I putting the receiver in an
awkward position?How would I feel if I got this message?When is
Email not Appropriate?When it involves disciplinary actionConflicts
about grades or personal informationConcerns about fellow
classmates/workmatesComplaints
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