{"id":1409,"date":"2024-02-01T23:22:12","date_gmt":"2024-02-01T23:22:12","guid":{"rendered":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/?post_type=chapter&#038;p=1409"},"modified":"2025-10-16T02:33:04","modified_gmt":"2025-10-16T02:33:04","slug":"apply-it-crafting-informative-messages","status":"publish","type":"chapter","link":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/chapter\/apply-it-crafting-informative-messages\/","title":{"raw":"Apply It: Crafting Informative Messages","rendered":"Apply It: Crafting Informative Messages"},"content":{"raw":"<section class=\"textbox learningGoals\">\r\n<ul>\r\n\t<li>Understand why informative messages are important in business and when to use them<\/li>\r\n\t<li>Understand how to write informational messages<\/li>\r\n<\/ul>\r\n<\/section>\r\n<h2>Information Overload<\/h2>\r\n<p>One effect of writing concise, focused messages is that it helps the recipient manage all the information they receive throughout the day.<\/p>\r\n<section class=\"textbox watchIt\">\r\n<p>[embed]https:\/\/youtu.be\/nMDSFFhuJ0M?si=iRXM7hjGJxYka6XB[\/embed]<\/p>\r\n<p>You can view the\u00a0<a href=\"https:\/\/course-building.s3.us-west-2.amazonaws.com\/BCommMgrs\/Transcripts\/HowToBeProductiveAtWorkAndDealWithInformationOverload_IndeedExplains_transcript.txt\" target=\"_blank\" rel=\"noopener\">transcript for \"How To Be Productive At Work And Deal With Information Overload | Indeed Explains\" here (opens in new window).<\/a><\/p>\r\n<\/section>\r\n<section class=\"textbox connectIt\">\r\n<h3>When you receive a message, how quickly do you need to respond?<\/h3>\r\n<p>[reveal-answer q=\"185112\"]Click to Show Sample Answer[\/reveal-answer]<br \/>\r\n[hidden-answer a=\"185112\"]In your workplace, you should always strive to follow the norms and expectations of your organization. However, here are a few general best practices:[footnote]McDonnell, Jill. \u201cWorkplace Communication Etiquette: Best Practices for Response Times and Setting Boundaries.\u201d <em>SUCCESS<\/em>, August 4, 2023. https:\/\/www.success.com\/workplace-communication-etiquette-best-practices\/[\/footnote]<\/p>\r\n<ul>\r\n\t<li><strong>Emails<\/strong>: Aim to respond within 24 hours. If you don\u2019t have an answer, acknowledge receipt and state you are working on it.\r\n\r\n<ul>\r\n\t<li>Respond with a phone call if the subject matter or your tone could be misinterpreted.<br \/>\r\n<br \/>\r\n<\/li>\r\n<\/ul>\r\n<\/li>\r\n\t<li><strong>Follow-Up Emails<\/strong>: Send follow-up emails one week after the initial email if needed, using strategic subject lines and clear language to prompt quicker responses.<br \/>\r\n<br \/>\r\n<\/li>\r\n\t<li><strong>Group Emails<\/strong>: Take your time to think about your response rather than feeling pressured to be the first.<br \/>\r\n<br \/>\r\n<\/li>\r\n\t<li><strong>Instant Messaging (IM)<\/strong>: Use status messages to indicate availability. Quick responses are expected when online, and using \u201cdo not disturb\u201d or \u201cbusy\u201d features can help manage focus time. The response time for IM is generally faster than for email.<br \/>\r\n<br \/>\r\n<\/li>\r\n\t<li><strong>After Hours Messaging<\/strong>: If your message is not urgent, consider delaying the message until the next business day so that the recipient does not feel pressured to respond during their personal time. If you do choose to send it, just stating that a response can wait is enough to relieve the pressure.<\/li>\r\n<\/ul>\r\n<p>[\/hidden-answer]<\/p>\r\n<\/section>\r\n<p>&nbsp;<\/p>","rendered":"<section class=\"textbox learningGoals\">\n<ul>\n<li>Understand why informative messages are important in business and when to use them<\/li>\n<li>Understand how to write informational messages<\/li>\n<\/ul>\n<\/section>\n<h2>Information Overload<\/h2>\n<p>One effect of writing concise, focused messages is that it helps the recipient manage all the information they receive throughout the day.<\/p>\n<section class=\"textbox watchIt\">\n<p><iframe loading=\"lazy\" id=\"oembed-1\" title=\"How To Be Productive At Work And Deal With Information Overload | Indeed Explains\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/nMDSFFhuJ0M?feature=oembed&#38;rel=0\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p>You can view the\u00a0<a href=\"https:\/\/course-building.s3.us-west-2.amazonaws.com\/BCommMgrs\/Transcripts\/HowToBeProductiveAtWorkAndDealWithInformationOverload_IndeedExplains_transcript.txt\" target=\"_blank\" rel=\"noopener\">transcript for &#8220;How To Be Productive At Work And Deal With Information Overload | Indeed Explains&#8221; here (opens in new window).<\/a><\/p>\n<\/section>\n<section class=\"textbox connectIt\">\n<h3>When you receive a message, how quickly do you need to respond?<\/h3>\n<p><div class=\"qa-wrapper\" style=\"display: block\"><button class=\"show-answer show-answer-button collapsed\" data-target=\"q185112\">Click to Show Sample Answer<\/button><\/p>\n<div id=\"q185112\" class=\"hidden-answer\" style=\"display: none\">In your workplace, you should always strive to follow the norms and expectations of your organization. However, here are a few general best practices:<a class=\"footnote\" title=\"McDonnell, Jill. \u201cWorkplace Communication Etiquette: Best Practices for Response Times and Setting Boundaries.\u201d SUCCESS, August 4, 2023. https:\/\/www.success.com\/workplace-communication-etiquette-best-practices\/\" id=\"return-footnote-1409-1\" href=\"#footnote-1409-1\" aria-label=\"Footnote 1\"><sup class=\"footnote\">[1]<\/sup><\/a><\/p>\n<ul>\n<li><strong>Emails<\/strong>: Aim to respond within 24 hours. If you don\u2019t have an answer, acknowledge receipt and state you are working on it.\n<ul>\n<li>Respond with a phone call if the subject matter or your tone could be misinterpreted.\n<\/li>\n<\/ul>\n<\/li>\n<li><strong>Follow-Up Emails<\/strong>: Send follow-up emails one week after the initial email if needed, using strategic subject lines and clear language to prompt quicker responses.\n<\/li>\n<li><strong>Group Emails<\/strong>: Take your time to think about your response rather than feeling pressured to be the first.\n<\/li>\n<li><strong>Instant Messaging (IM)<\/strong>: Use status messages to indicate availability. Quick responses are expected when online, and using \u201cdo not disturb\u201d or \u201cbusy\u201d features can help manage focus time. The response time for IM is generally faster than for email.\n<\/li>\n<li><strong>After Hours Messaging<\/strong>: If your message is not urgent, consider delaying the message until the next business day so that the recipient does not feel pressured to respond during their personal time. If you do choose to send it, just stating that a response can wait is enough to relieve the pressure.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/section>\n<p>&nbsp;<\/p>\n<hr class=\"before-footnotes clear\" \/><div class=\"footnotes\"><ol><li id=\"footnote-1409-1\">McDonnell, Jill. \u201cWorkplace Communication Etiquette: Best Practices for Response Times and Setting Boundaries.\u201d <em>SUCCESS<\/em>, August 4, 2023. https:\/\/www.success.com\/workplace-communication-etiquette-best-practices\/ <a href=\"#return-footnote-1409-1\" class=\"return-footnote\" aria-label=\"Return to footnote 1\">&crarr;<\/a><\/li><\/ol><\/div>","protected":false},"author":23,"menu_order":6,"template":"","meta":{"_candela_citation":"[{\"type\":\"copyrighted_video\",\"description\":\"How To Be Productive At Work And Deal With Information Overload | Indeed Explains\",\"author\":\"Indeed\",\"organization\":\"\",\"url\":\"https:\/\/youtu.be\/nMDSFFhuJ0M\",\"project\":\"\",\"license\":\"other\",\"license_terms\":\"Standard YouTube License\"}]","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"part":519,"module-header":"apply_it","content_attributions":[{"type":"copyrighted_video","description":"How To Be Productive At Work And Deal With Information Overload | Indeed Explains","author":"Indeed","organization":"","url":"https:\/\/youtu.be\/nMDSFFhuJ0M","project":"","license":"other","license_terms":"Standard YouTube License"}],"internal_book_links":[],"video_content":null,"cc_video_embed_content":{"cc_scripts":"","media_targets":[]},"try_it_collection":null,"_links":{"self":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/1409"}],"collection":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/users\/23"}],"version-history":[{"count":8,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/1409\/revisions"}],"predecessor-version":[{"id":5172,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/1409\/revisions\/5172"}],"part":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/parts\/519"}],"metadata":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/1409\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/media?parent=1409"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapter-type?post=1409"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/contributor?post=1409"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/license?post=1409"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}