Business Communication Skills for Managers Module 9: Communicating through Technology

Communication Tools

Audio Communication Cell Phones Voice Over Internet Protocol Conference Phones Conferencing Services Google Voice

Video Communication Must have necessary equipment: camera, audio input/output Video conferencing: Skype, Zoom, WebEx, Slack Consider platform: who is audience, who is running presentation, how will video be used Laptop Video Conferencing. Authored by: Spirit DSP. Located at: https://commons.wikimedia.org/wiki/File:Laptop_NEW.png. License: CC BY-SA: Attribution-ShareAlike

Online Communication Screen Sharing/Web Sharing WebEx, Join.Me, Slack, Google Hangouts Multi-Feature Online Platforms Voice, video, screen sharing Scheduling, instant messaging, file sharing, collaboration Easy to record

Comparing Communication Tools What is purpose of communication? Who is my audience? What do I need to show or talk through? Comparing Communication Tools. Authored by: Barbara Egel. Provided by: Lumen Learning. License: CC BY: Attribution

Scheduling a Meeting

Polling Tools Collects all information in one place Ask as few questions as possible, ask questions that relate to issue, phrase questions with full range of options, think about best question type for what you need to learn

Scheduling Tools Gathers all information in one place and lets people enter their availability for time slots Set up poll Receive email with link Choose times that work Schedule poll updates Email with summary of responses Choose best time for meeting

Using Scheduling Platforms Doodle: free scheduling service you can use Can create scheduling questions for meetings Login, “Schedule an Event”, create name for event, add location if certain, add notes Calendar page will be seen: select dates, “Add Times”, settings Click Continue, enter email address Invitations Page > email or link

Scheduling Remote Meetings

Using Technology for Meetings Allow enough time for meeting to happen, thinking about rhythm and level of focus Challenge is that technology doesn’t always work Add fifteen minutes to amount of time, add time for Q&A Recommend YouTube videos, logging on in advance Think about time zones: challenging to choose time

Scheduling Remote Meetings Confirm time you are considering with email Get event on calendars after choosing time Scheduling Remote Meetings. Authored by: Barbara Egel. Provided by: Lumen Learning. License: CC BY: Attribution

Audio Conferences

Using Audio in Business Audio conversations are synchronous: everyone is participating at same time Used when decision needs to be made quickly, when it’s helpful to hear people’s voices, to make sure everyone understands Downsides: no facial expressions, interruptions, distractions

Stages of a Telephone Call Openings and Greetings Establishing Expectations: timing of call, topics covered Content, Conversation, Business Wrap-up, Next Steps, Feedback: recap information Closing

One-on-One Audio Calls Modification of Active listening chart. Authored by: Imelda Bickham. Provided by: Wikimedia. Located at: https://commons.wikimedia.org/wiki/File:Active-listening-chart.png. License: CC BY-SA: Attribution-ShareAlike

Group Audio Calls Leading a Call: Invite correct people, those who are crucial Schedule in advance, have basic agenda Go through five stages of a call Participating in a Call: Call in early Stay in one place Mute line if necessary Be present

Audio Meetings Send agenda Add time for technical difficulties Assign one person in charge Take notes or agenda Go through five stages

Video Conferences

Using Video in Business Beneficial when team is meeting for the first time, when issue at hand is emotional/sensitive, when some members tend to dominate conversation, when team tends to talk over one another Smartphones and tablets, or laptops and desktop computers

One-on-One Video Calls Conducting the Call: Have a strong WiFi signal Look at camera Avoid moving camera Talk distraction-free Make sure video is clear

Group Video Calls Wait until person is finished speaking Watch to see who else wants to speak Pay attention to chat leader Raise hands if necessary to speak Cisco Jabber (fullscreen iPad multiparty). Authored by: Cisco Systems GmbH. Provided by: flickr. Located at: https://www.flickr.com/photos/ciscogermany/6892072844. License: CC BY- ND: Attribution-NoDerivatives

Video Meetings Some employees together in room with others on video chat Cameras that can focus on person speaking Veliris VirtuaLive Telepresence Modular System. Authored by: Fuelrefuel. Provided by: Wikimedia. Located at: https://commons.wikimedia.org/wiki/File:Teliris_VL_Modular.JPG. License: CC BY-SA: Attribution-ShareAlike

Web Sharing

Using Web Sharing in Business Used when it is more important for people to see documents, videos, and files In conjunction with audio call Troubleshooting: make sure app is downloadable for all, have files ready if web sharing doesn’t work for everyone

One-on-One Web Sharing Calls Have correct file or site open before call starts Close unnecessary tabs on computer Share spreadsheets or word documents: people can get distracted and lost

Group Web Sharing Calls Chances for distraction more likely Use navigation language, regulate pace, include pauses, animations to keep people engaged Make sure to get through all content

Web Sharing Meetings Some people are together viewing documents, while others are on apps Appoint advocate and build reminders to address those in video If main speaker is remote, prevent side conversations

Quick Review Basic ideas: meeting is for content, comfort level varies for colleagues Make sure to practice with chosen form of technology, allow enough time for downloads, set clear instructions, send an agenda, learn how to prevent information, and create a follow up plan Technology leads to efficiency, opens up work life