1. Essential Communications
Business Communications

2. Warm up
1. With a partner – Brainstorm all of the ways we possibly could communicate in a business setting. Share your list with the class. Skim p – pay close attention to examples.

3. Your Turn
Explain why you agree or disagree with the following statement: “No one in my company writes anymore. We just send s and make phone calls.”

4. Business Communications
Resume
Instant Messaging
Interviews
Text/Social Media
Voice Mail/Cell phones
Letters
Websites
Memos
Meetings
Fax
Cover Letters

5. Guidelines for Preparing Email Messages
subject
Provide a useful ________ line
Limit the message to single ______ directed toward __________ needs
_________ based on reader reaction
Use _______, technical words, and shortened terms selectively
Use graphic highlighting for better ___________
_______ s for clarity, conciseness, and tone
topic
receiver’s
Organize
jargon
readability
Revise

6. Netiquette Fundamentals
Check ________
Do not contribute to ________
Use for appropriate messages
Send _____, _____ messages
Do not send messages when you are _____
Beware of ______ and _______
Develop ____________ habits
promptly
overload
short
direct
angry
hoaxes
viruses
organizational

7. Instant Messaging Disadvantages Advantages
Real-time, simple group communication
Instantaneous exchange of graphics and files
Cost-effective medium for internal and external communication
Informal medium with more attention on message than on grammar/spelling
Disadvantages
Security and virus prone
Computer access required
Potential nonwork use on the job
Danger of false identity and eavesdropping
Too informal for some messages and audiences

8. Text Messaging
Is used more for social communication than as a business tool
Frequently serves as a superficial greeting, such as a nod or wave
Requires even more conciseness than instant messaging
Is more informal and abbreviated than

9. Electronic Messages and the Law
Assume responsibility for commitments made via , as printouts serve as verification
Abide by copyright laws (use of graphics, message forwarding . . .)
Be familiar with laws that affect technology:
Electronic Communications Privacy Act —allows companies to monitor usage for legitimate business purposes

10. Memos Letters and Fax
Memos or memorandums is an informal document that is sent to employees with in an organization
Letters are typically pieces of formal correspondence sent to people outside of an organization – what makes formal business letters different than friendly letters?
Faxes are a method of sending documents over telephone lines

11. Cover Letters Resume, Interviews
Cover letters or application letters accompany a resume or application for a job
Resumes act as a snapshot of qualifications for a job
Interviews are conducted with a potential employer in an attempt to gain a job. It give the applicant more opportunity to discuss qualifications

12. Cover Letters Resume, Interviews
Cover letters or application letters accompany a resume or application for a job
Resumes act as a snapshot of qualifications for a job
Interviews are conducted with a potential employer in an attempt to gain a job. It give the applicant more opportunity to discuss qualifications

13. Voice Mail/Phones (p.450)
Telephone still remains a vital part of business communications.
Communicating effectively is extremely important.
Leaving effective voice mail messages is critical.
Voice mail is a computerized system that answers telephone calls
Greetings/recorded messages

14. Making a Professional Impression with Voice Mail
Review greetings and messages before saving
Rerecord when necessary
Script messages before recording to shorten time
Stand, smile, and visualize receiver when recording

15. Voice Mail Components Greet the recipient Hello, Mr. Chang
Identify yourself This is Sherry Smith from LX Systems.
Briefly State Your Purpose I am calling to confirm our appointment scheduled for Monday at 3 pm in your office
Explain how they contact To speak with me you back before then, please call
Closure I look forward to speaking with you; have a nice day

16. Cell Phone Communication
Observe wireless-free quiet zones
Respect others in public places by using conversational tone and message discretion
Place safety above phone usage while driving
Choose a secure communication channel for sending confidential or sensitive information

17. Websites All companies should have a website
It is the “face” of your company
Make sure all relevant information is there and easy to find
Utilize SEO

18. Types of Web Presence Intranet Extranet Public Web Presence
Distributes information to employees at various locations
Requires password
Intranet
Shares information among partners at various locations
Extranet
Available to anyone, anytime
Public Web Presence

19. Writing for the Web Be brief and keep it simple
Consider appropriate jargon
Use eye-catching headlines
Break longer documents into small chunks
Use attention-getting devices judiciously
Avoid placing critical information in graphic form only
Assure accessibility by users with disabilities

20. Wikis for Business
Allows anyone to modify content on a common website in real-time
Encourages free exchange of evolving information
Should not be considered content authoritative
Requires appropriate writing style:
Avoid first-person blogging style
Present factual information in clear, concise, and neutral language

21. Blogs for Business Are dynamic, with rapidly changing content
Can be searchable for useful archives
Are usually publicly available
Need current information for the specific target audience

22. Meetings (p.504)
Meetings are the most common face to face communication used in business.
Purposes of meetings: inform, review, make decisions, team building, generate new ideas, delegate work, collaborate, persuade.
Should utilize and agenda and meeting rules of order

23. Your Turn
How do you decide which technology might be appropriate for communicating a particular message to an individual or group?