Page 104 - digitalliteracy

5.1 Choosing the Appropriate Form of Communication

in writing. In the workplace, for example, if you must fire an employee, you should
not do so in a letter or e-mail. Rather, you should meet with him or her face-to-face
in order to prevent misunderstandings and show respect to someone who is about
to receive difficult news.
• When you communicate information that is highly personal or confidential and you
do not want it shared with others or kept in writing.
• When you need to discuss a complex issue that might take a lengthy written note to
explain. In these instances a face-to-face meeting or a phone conversation is usually
your best option.

If a personal meeting cannot be held in these circumstances, a videoconference or a tele-
phone call is your next best option.

Written Communication

Most academic and professional communication is written; and written communication cov-
ers everything from handwritten notes to instant messages, text messages, e-mail messages,
and formal written or typed letters. No matter the medium, written communication typically
has two common features: (a) It can be more easily misunderstood than face-to-face commu-
nication, and (b) it can be permanent, especially if it is online, where it can be retrieved later
and shared with others.

Whenever you put anything in writ-
ing, you may be creating a permanent
record of it. Don’t assume because
you deleted an e-mail or text mes-
sage that it cannot be retrieved. Elec-
tronic communications are typically
backed up in multiple places, such as
servers, databases, and cloud storage,
the owners of which can access your
e-mails. For example, when you send
messages through your work account,
your employer can retrieve them at
any time. Not to mention, the recipient
will have a copy, as well. So a golden UberImages/iStock/Thinkstock
rule in written communication is this: Because digital communications can be permanent,
Don’t put anything in writing that you make sure you are using social media for informal
would not want your boss, significant communication and e-mail for more professional
other, or parents to read. communication.

As a general rule, use instant messages, social media, and text messages only for informal
communication with friends and family. Most academic and professional communication
should take place via written discussion board postings in your online classes, formal written
assignments, documents such as papers or reports, and e-mail. In each class, your instructor
will give you specific instructions for what to include in your written assignments and papers
and how to format them. However, Section 5.2 and Section 5.3 include some guidelines for
e-mail and discussion board postings in academic and professional settings.

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