Chapter 06 Message Design By Syed Maqsood Ahmed

History of Technological Development Because of the rapidly changing technology developments, you as a business manager, have to know something about IT in order to it as effectively as you manage people & products. Because of the rapidly changing technology developments, you as a business manager, have to know something about IT in order to it as effectively as you manage people & products.

The Evolution of Communication 1889Telephone 1889Telephone 1944First Computer 1944First Computer 1981First PC 1981First PC 1991World Wide Web 1991World Wide Web 1996First Web Based – Hotmail 1996First Web Based – Hotmail 2003VOIP– Voice Over IP 2003VOIP– Voice Over IP 2004Facebook 2004Facebook 2007First Smart-- Phone iPhone 2007First Smart-- Phone iPhone 2010First Tablet First Tablet--

A. Defining B. Using C. Understanding How Works D. Understanding The Internet E. Establishing Security

Other Communication Technologies A. Voice Mail B. Groupware C. CD-ROM Databases D. Teleconferences E. Faxes

Business Communication Solution Provider Companies

Internal Communication By ERP Companies before ERP Systems Companies after ERP Systems

Revolutionary change in business processes for dramatic improvements Integration of business processes to optimize functions across enterprise (e.g., supply chain, finance, manufacturing/ maintenance, HR etc.) ERP Definition Order Management Financials Manufacturing / Maintenance Human Resources Procurement Mgmt Reporting Inventory Operations Facilities Mgmt Common Data

World wide SAP Implementation Spacenet

SAP Implementations in Pakistan

Managing External Communication If you’re company spokesperson it is your responsibility to manage the information outside the organization. While doing this you have keep these Q’s in your mind. If you’re company spokesperson it is your responsibility to manage the information outside the organization. While doing this you have keep these Q’s in your mind. How to deal with the news media? How to deal with the news media? How to create tools for managing corporate news? How to create tools for managing corporate news? How to control a public company crisis? How to control a public company crisis? Examples: Examples: McDonalds, Lays, Ufone. McDonalds, Lays, Ufone.

Managing External Communication A. Managing The News Media B. Managing Corporate News C. Managing Information Through Company Spokes Person D. Managing Crisis Communication.

Managing The News Media “The Media” “The Media” The media are refers to as channels of information. Everything what goes on in the world is known us from the news organization through Newspapers, Radio, Television, Magazines, Journals and Newsletters.

Managing The News Media Generally news are categorise into two types Hard News: Hard News is out of the ordinary, is timely, and is most often something the public needs to know. Like Plane Crashes, Fires etc. Example; Air Blue Crash, Punjab Medicine Scandal. Soft News: Soft News often includes “ feeling good” soft news stories are timeless & most often they have positive slant. like opening new store, new program of children welfare etc. Conclusion: Hard news have to be handled carefully.

Managing Corporate News Several useful tools for communicating to the media are available to you as the company media manager Several useful tools for communicating to the media are available to you as the company media manager The most commonly used tools are The most commonly used tools are 1. Press Releases 2. Interviews 3. Conferences 4. Op-Ed pieces 5. Letters To The Editors 6. Talk Shows

Managing Corporate News Press Release Press Release A press release is an informational memo from the organization to the news media to get your message to the public. A press release is an informational memo from the organization to the news media to get your message to the public. Pre requisite Q’s? Pre requisite Q’s? 1. Does the story have a local aspect to it, making it interesting to local audience(Customer)? 2. Is your story unusual or unique in any way? 3. Is the story timely? 4. Does the story concern human or people? 5. Create human interest?

Managing Corporate News Interviews Interviews As political persons often appears on TV interviews on occasions so as you can, being a spokesperson of your organization. As political persons often appears on TV interviews on occasions so as you can, being a spokesperson of your organization. Pre requisites: Pre requisites: Must be briefed and prepared for a possible Q’s? Must be briefed and prepared for a possible Q’s? Take time to rehearse major themes you can bring into the conversation. Take time to rehearse major themes you can bring into the conversation. Should be well dressed Should be well dressed Be precise Be precise Be accurate Be accurate Be timely. Be timely.

Managing Corporate News Conferences Conferences Press conferences are often the result of a crisis; however you handle them the same way you handle other forms of communication: with careful preparations. Press conferences are often the result of a crisis; however you handle them the same way you handle other forms of communication: with careful preparations. Formats Formats 1. A few minutes for opening statement 2. Distribution of the spokesperson’s opening statement 3. Q’s? From persons present. 4. Related material if possible 5. Facts sheet 6. Name & number of contact person for other details. 7. You can end your conference by saying last Q’?

Managing Corporate News Op-Ed Pieces Op-Ed Pieces Opinion articles by private organizations can often be found opposite to the editorial page in news papers. Opinion articles by private organizations can often be found opposite to the editorial page in news papers. Letters To The Editors Letters To The Editors Several columns are devoted to letters submitted by interested readers. Several columns are devoted to letters submitted by interested readers. Many letters are try to clarify an issue, Many letters are try to clarify an issue, Refute a charge, Refute a charge, Correct a mistake, Correct a mistake, Point out a needed change, Point out a needed change, Offer an opinion, Offer an opinion, Or react to a situation. Or react to a situation.

Managing Corporate News Talk Shows Talk Shows Call-in Talk Shows, whether on radio or Television can offer your organization a positive channel for communicating to the public Call-in Talk Shows, whether on radio or Television can offer your organization a positive channel for communicating to the public General guidelines for talk shows are similar to those for press conference General guidelines for talk shows are similar to those for press conference

Managing Information Through Company Spokes Person A company spokesperson must be knowledgeable, comfortable with oral communication, & well prepared to discuss all aspects of the issue under consideration. A company spokesperson must be knowledgeable, comfortable with oral communication, & well prepared to discuss all aspects of the issue under consideration. Guidelines for a company spokesperson. Guidelines for a company spokesperson. 1. Know what message your co wants to deliver. 2. Know as much about the issue under discussion as possible. 3. Prepare desirable statements & practice them before the interview. 4. Anticipate Q’s & prepare answers for them. 5. Realize that your interview will be edited; in some cases, a live interview can be better that one that is taped. 6. Don't worry if you don’t know the answer simply state that you’ll get the answer ASAP. 7. Avoid using negatives Do not speak off the record.

Managing Crisis Communication When an emergency situations occur in business, the worst thing you can do is take a closed, “no comment” attitude towards the media. When an emergency situations occur in business, the worst thing you can do is take a closed, “no comment” attitude towards the media. How your company manages the crisis can cause a long term effect on profits. How your company manages the crisis can cause a long term effect on profits. As in all other forms of communication, being prepared is the key to success. As in all other forms of communication, being prepared is the key to success.