Chapter 5 Lecture Notes ● 9
Career Application: Students are asked to discuss a number of questions before forming an
opinion and writing a memo or an e-mail message. The value of this workshop is the
discussion it will stimulate. Many companies are now in a quandary about how to handle
workplace computer use. Here are some points your students might make:
• In teams or as a class, discuss the problem of workplace abuse of social media, e-mail,
instant messaging, online shopping, and other Internet browsing. Should full
personal use be allowed?
Some students may insist that employees should have full access to and use of all
equipment. Their opinion is that the equipment belongs to the worker who uses it, and they
• Are computers and their links to the Internet similar to telephones?
Help students understand that computers are not like telephones. Computers make
permanent records that are stored for years; and even if later deleted, message files can
• Should employees be allowed to access the Internet for personal business if they use
their own smart electronic devices?
Chapter 5 Lecture Notes ● 10
• Should management be allowed to monitor all Internet use?
Although privacy advocates oppose this policy, employers already have the right to
monitor all workplace Internet use. But should they have such a right? That’s a question
• Should employees be warned if e-mail is to be monitored?
Most students will support this very reasonable position. In fact, it makes sense for
• What reasons can you give to support an Internet crackdown by management?
Companies can argue that they monitor e-mail and Internet use for these reasons:
1. Increase employee productivity. Workers are being paid to work, not fritter their time
away on games, shopping, social networking, and other personal activities.
• What specific reasons can you give to oppose a crackdown?
Companies may oppose a crackdown for these reasons:
1. Opposition from employees. Many employees put in long hours and have little time to
take care of personal needs. Allowing them reasonable use of e-mail and the Internet is
• Decide whether you support or oppose the crackdown. Explain your views in an e-
mail or a memo to your boss, James McKnight, at jmcknight@lone-star-tech.com.
Chapter 5 Lecture Notes ● 11
Most students will probably suggest that employees should be allowed reasonable use of e–
mail and the Internet but with specific limits. They will probably also agree that companies
Workplace in Focus
Page 123
For professionals, safe use of digital media begins with consulting company policy on
electronic communication. To avoid being fired over inappropriate or controversial posts,
users of digital media must exercise caution. Employees must consider electronic
Chapter 5 Lecture Notes ● 12
Additional Writing Improvement Exercises
Message Openers and Subject Lines
Message Openers
Compare the following sets of message openers. Circle the opener that illustrates a direct opening. Be
prepared to discuss the weaknesses and strengths of each.
1. An e-mail message inquiring about software:
a. We are interested in your voice-recognition software that we understand allows you to dictate
and copy text without touching a keyboard. We are interested in answers to a number of
2. An e-mail message announcing a training program:
a. If you would like to join our in-house leadership training program, please attend an orientation
meeting March 15.
3. An e-mail message introducing a new manager:
a. This is a message to bring you good news. You will be pleased to learn that our long wait is
over. After going without a chief for many weeks, we are finally able to welcome our new
manager, Imani Johnson, who comes to us from our Atlanta office. Please welcome her.
4. A memo announcing a new procedure:
a. Some customer representatives in the field have suggested that they would like to submit their
reports in the field from their iPads instead of coming back to the office to enter them in their
computers. That’s why we have made a number of changes. We would like you to use the
following procedures with your iPads.
5. An e-mail reminding staff members that performance reviews are due:
Chapter 5 Lecture Notes ● 13
a. All department managers must submit Employee Performance Review Forms for all non-union
employees by February 1.
Opening Paragraphs
The following opening paragraphs are wordy and indirect. After reading each paragraph, identify the
main idea. Then, write an opening sentence that illustrates a more direct opening.
6. Our management team seeks to find additional ways to improve employee motivation through
recognition and reward programs. The current programs do not seem to generate an appropriate
level of motivation. Because we need input from employees, we will be conducting an extensive
study of all employees. But we will begin with focus groups of selected employees, and you have
been selected to be part of the first focus group.
Bulleted and Numbered Lists
Many business messages include bulleted and numbered lists (see Chapter 4) to convey information
clearly and efficiently. Revise the following wordy paragraphs so that each has a brief introductory
statement and a short list with category headings. Decide what information must be deleted and
whether each list should be numbered or bulleted.
9. Job candidates receive much advice on what to do during an interview. Dozens of articles have
been written about how to succeed in an interview. Equally important, however, is what not to
do. Among the top interview mistakes, blunders, and errors a candidate for employment can
make are the following. A big no-no is failure to answer the following question, What do you
Chapter 5 Lecture Notes ● 14
10. Last year more than 12 million cases of identity theft were reported. If that’s not enough to worry
you, one resource center calculated that it takes about 600 hours to restore your reputation after
identity theft. While people are getting better at recognizing identity theft and minimizing the
damage, the best solution is to prevent it from happening in the first place. One important
Key to Chapter 5 Additional Writing Improvement Exercises
Message Openers
Opening Paragraphs
6. You have been selected to be part of a focus group to study how we can improve employee
motivation through recognition and reward programs.
Bulleted and Numbered Lists
9. Job candidates will be more successful if they avoid three common interviewing blunders:
• Not researching the company. Candidates must be ready to answer the question, What do you
know about this company? They must learn about the company’s history, products, divisions,
and mission statement before the interview.
Chapter 5 Lecture Notes ● 15
10. You can avoid identify theft and the agony of restoring your reputation by following three
guidelines:
• Choose strong passwords and PINs. Use words and numbers that are familiar to you but
disguise them in a hard-to-guess code.