ENSP2LabA01 Activity Salik, Abdulhaqq Usman Submitted to: Mr Xavier Aquino Velasco

Types of Communication/Models

Communication today is mainly of three types Written communication, in the form of emails, letters, reports, memos and various other documents. Oral communication. This is either face-to-face or over the phone/video conferencing, etc. A third type of communication, also commonly used but often underestimated is non-verbal communication, which is by using gestures or even simply body movements that are made. These too could send various signals to the other party and is an equally important method of communication.

Telephoning Basics

Telephone Etiquettes Always identify yourself at the beginning of all calls. Be sensitive to the tone of your voice.   Think through exactly what you plan to say and discuss BEFORE you place a call. Do not allow interruptions to occur during conversations. Especially when leaving messages, speak clearly and slowly. Build the habit of always turning off your cell phone ringer when entering a meeting, restaurant, theater, training class, or other place. Always speak into the telephone receiver with an even and low tone of voice. Do not allow yourself to be distracted by other activities while speaking on the telephone.

Best Practices in Writing Emails

10 email best practices for business emails 1. Think before you type. Decide why you are writing and what you want your readers to do. Then organize your thoughts. Do not expect your readers to think for you. 2. Begin with a specific, accurate subject. Use client names or project numbers when appropriate. Never leave the subject blank 3. Get to the point in the opening sentences. 4. If you want people to take action, type their names on the To line—not the Cc line. Cc only the people who must have or should have the information. Do not Cc the world. 5. Make it clear who is responsible for taking action. Avoid “We will. . . .” Who is we? For multiple readers, list a name with each action item. 6. When you want readers to take several actions or answer several questions, list them so each one stands out. Do not convey such items in paragraphs, or your readers will overlook some of them. 7. Write short sentences and short paragraphs. They are faster and easier to read than long ones. 8. Include your name, job title, and contact information at the end of your email so readers will know who you are and how to reach you.  9. Attach the attachments you refer to. Answer the questions people have asked you. 10. Send only "Must know" and "Should know" messages. Forget the fluffy "Thanks" and "You're welcome" unless people really need them. Eliminate the FYI (for your information) emails that are not should-know information.

Conducting Business Meetings; Procedure and Etiquettes in General

Business Meetings It is important to make an appointment a few weeks in advance of a business meeting. Most business meetings are scheduled mid-morning (10 AM to 12 PM) or mid-afternoon (between 2 and 4 PM). Punctuality is important as it is a sign of respect. If you realize that you may be a little late, it is best to call ahead to say so. That said, don’t be surprised if top Korean executives arrive a few minutes late for appointments due to their extremely busy and pressured schedule. It is also not unusual for Korean executives to cancel appointments with little or no notice. The cancellation may be due to an unexpected and unavoidable situation. However, if it’s happened before, it may be a signal that they don’t really want to do business or need to delay the process for some reason, and you were expected to have realized that. Gift-giving is a common practice when doing business in Korea. The gifts given at the first meeting are intended to acquire favours and to build relationships. Wait until your host has presented his gift and use both hands to accept it. The gifts exchanged should be of similar value, with that of greatest value going to the most senior person. To enhance communication and reduce the possibility of misunderstanding due to language, you may find it helpful to send written materials - brochures, marketing materials, proposals, etc. - in writing to your Korean counterpart some time prior to the meeting.

References: http://www.tutorialspoint.com/management_concepts/communication_models.htm https://econsultancy.com/blog/64439-eight-best-practice-tips-for-writing-effective-email-copy/ http://www.advancedetiquette.com/2012/01/8-telephone-etiquette-tips/ http://www.businesswritingblog.com/business_writing/2013/07/think-before-you-reply-to-this-email.html Images from grabbed from Google