Please revise the attached memo for accessibility, using any techniques appropriate to make sure that the most important pieces of information are easiest to identify and use.

TO: Joseph, Meera, Paula, and Rich

FROM: Margot Downing

DATE: April 15, 2016

SUBJECT: IMing and Texting at Hewitt Associates

Hello, Interns:

Here are some guidelines for workplace writing using instant messages (IMs) and texting. Although I am sure you are familiar with both, there are important differences between workplace messaging and personal messaging. IMs and texting are a vital way of communicating here. Please keep these guidelines in mind to ensure effective communication.

IMs are useful for short questions. If the co-worker is already online, they can get back to you instantaneously. Always inquire if the person is available to IM. If your question is complex and requires more than a quick back-and-forth conversation, an email would be preferred over IM. Indicate your status, such as, Away, or Offline and provide alternate contact information if you are not online.

Although your message should be short and limited to one point, the message should also be formatted with a professional tone that avoids any textspeak. Remember to check for misspelled words and punctuation before you send out the IMs. Lastly, keep IMs to work-related communications. Instant messaging is not a place to exchange pleasantries.

The same guidelines apply to texting. In addition, remember to keep phones on silent to avoid disrupting co-workers with ringtones. Make sure all messages, photos or videos are ethical and relevant to your task. Finally, never harass or send out a message that could reflect badly on the company. Never text while driving or operating heavy machinery.

We look forward to having you here this summer.