1. Business Communication Skills for Managers
Module 9: Communicating through Technology

2. Communication Tools

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

4. 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:  BY-SA: Attribution-ShareAlike

5. 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

6. 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

7. Scheduling a Meeting

8. 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

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

10. 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 address
Invitations Page > or link

11. Scheduling Remote Meetings

12. 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

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

14. Audio Conferences

15. 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

16. 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

17. One-on-One Audio Calls
Modification of Active listening chart. Authored by: Imelda Bickham. Provided by: Wikimedia. Located at: License: CC BY-SA: Attribution-ShareAlike

18. 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

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

20. Video Conferences

21. 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

22. 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

23. 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: License: CC BY- ND: Attribution-NoDerivatives

24. 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: License: CC BY-SA: Attribution-ShareAlike

25. Web Sharing

26. 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

27. 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

28. 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

29. 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

30. 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