Being interactive in an organisation.pptx

interactive communication

1. IT 5502 - Communications in IT Week 2 Being interactive in an organisation

2. “Great business leaders and human resources professionals know the benefits of effective working relationships”. These are relationships between co-workers, managers and staff, and employees with the public. Positive interactions increase good feelings, increase morale and improve work satisfaction. Negative interactions create confusion, anxiety, tension and uncertainty, which adversely affect work efficiency and company productivity https://smallbusiness.chron.com/importance-interaction-workplace-issues-11429.html .

3. What Are Communication Channels Within an Organization? Face-to-Face or Personal Communication Broadcast Media Communications Mobile Communications Channels Electronic Communications Channels Written Methods of Communication

4. What Is an Effective Way to Communicate Within an Organization ? Good communication throughout a business remains an integral part of a company's culture. Effective communication skills keep a firm running smoothly and strengthens relationships with clients. According to the Wisconsin Business Alumni association, managers "spend 75 to 80 percent of their time engaged in some form of written or oral communication." The spoken and written word may dominate, but listening and nonverbal cues also play a big role in communicating effectively within an organization. Oral Nonverbal Listening Written

5. Oral Business Communication Most business leaders see themselves as excellent communicators. Is it true? Mostly employees disagree to this statement - business writer Paul A. Parks in the San Antonio Business Journal.  Encouraging open communication in your workplace and working to hone your communication skills can help improve employee relations and productivity

6. Oral Business Communication Significance Companies that communicate well and consistently have more engaged employees, lower turnover rates and increased productivity Considerations Fixed time? Atmosphere to communicate? One on one meetings (as necessary) Misconceptions and warnings Setting boundaries Unspoken signals like body language Clipped responses “may cause others to perceive you as angry and unapproachable.” Stay aware of non-verbal dynamics so the impact of your words “will not be overshadowed by less important issues

7. Classroom activity - Sales presentation Sales presentation Direct communication to inform and persuade customers to make purchase decisions Determines client needs and responds through planned, personalized communication PURPOSE Communicate Information Make a Proposition/Sell a product or idea To Inspire and Motivate - Generate enthusiasm

8. “You Do” Prepare a sales presentation for a sports event Make sure to follow the below procedures and write them as you go to turn in for a grade: Identify the purpose Identify your customer profile List your content Write the sales script Be ready to present in class!

9. While you prepare, answer the following four questions clearly: Why are you saying it? - PURPOSE To whom are you saying it? CUSTOMER PROFILE What are you going to say? Content Write a script How are you going to say it? - FORM Classroom activity - Sales presentation

10. Purpose Communicate information Make a proposition/sell a product or idea To inspire and motivate Generate enthusiasm Customer profile - determines a prospect's needs Consider how much they know already Establish the characteristics DEMOGRAPHICS

11. Content Decide on your APPROACH Customer-benefit Use questioning to exemplify product benefits Ex: asking if customer would like to save money on office supplies Introductory approach Simply state name and reason for presenting Summarize the objectives of your presentation List and prioritize points you need to cover Collect information to support your points

12. Write a script Use to: Jog memory during presentation Help to remember key points that they want to cover Plan presentation length Practice before presentation Make sure language is Positive PRECISE (short) PERTINENT (meaningful to the customer) Help the customer understand what you are saying in a brief, simple way

13. Written business communication Any type of message that makes use of the written word. Internal Communication Clients or Businesses Forms

14. Forms of written communication Forms Clients or Businesses Email Internet websites Letters Proposals Contracts Brochures Advertisements Internal Communication Memos Reports Bulletins Job descriptions Employee manuals Instant Messaging Email News releases

15. Advantages and Disadvantages of Written Communication Advantages No need for personal contact - you can tell an employee he or she has to work overtime through an email instead of face-to-face. Saves money - you can send an email instead of calling long distance. Written proof - provides written proof in case of a dispute. Disadvantages Delay in communication - it may take a while to get to the intended recipient. Lack of secrecy - once its on paper, anyone can read it Costly - If the sender and receiver are sitting next to each other, you still have to spend money on paper or internet source

16. Ten Rules of Written Business Communication Know what you want to say before you say it Keep it simple Use bullet points WIIFM “What’s In It For Me?” Don’t get bogged down Call to action Edit Spell check Take 5 before hitting send Follow up

17. T ypes of written communication Transactional Results oriented, as you are trying to  achieve a specific goal  with transactional content . E mails , instant messages, invoices, short memos, forms and letters Persuasive provide the reader with a  unique value proposition  about your business and encourage them to respond.  marketing and promotional content such as ads, brochures, press releases, emails, newsletters and direct mail campaigns Informational provide a reference  or a record of specific areas of the business. Informational writing doesn’t necessarily require an action from the reader quarterly financial reports, meeting minutes, employee handbooks and annual departmental overviews Instructional provide step-by-step details  on how to complete a specific task user manuals, job description handbooks, technical specifications and instructional memos

18. Classroom activity - “Losing Earth” Memo Writing A memorandum, or memo, is a short document that concisely conveys information to a reader. Memos are a critical communications tool in government. They are written to describe what occurs during a political meeting or convey recommendations from an organized group. A memo writer’s goal is to quickly tell the reader the most important information about an event, meeting, or topic. Writing a good memo can lead to major policy shifts; an ineffective memo might prevent important information from reaching policymakers who can make changes.

19. Instructions : The U.S. senator that you are interning for this summer is unable to attend today’s climate change hearing . However , the senator wants a clear understanding of what happened during the hearing in order to inform his voting on the issues raised. They’ve asked that you write a memo that clearly outlines the main points discussed in the hearing and give a recommendation on policy ideas based on the information provided in the hearing . Memo Format Guide: Header TO : FROM: DATE: RE: Body Executive Summary: Heading 1: Heading 2: Recommendations : Work Cited : Please use the attached excerpt from the “Climate Change” hearing to draw quick points to complete this exercise.

20. Memo Format Guide TO : The name of the person receiving the memo, the person’s title FROM : Your name, title DATE : Date RE : Clear Subject Line Executive Summary: The executive summary is a short paragraph that highlights all the information included in the memo. The executive summary should include a brief explanation about what the memo is about including any necessary context that the reader needs, descriptions of the main takeaways described in the memo, and any broad recommendations for the reader. Heading 1: After the executive summary, explain the main points of your memo under separate headings. The headings should clearly indicate what the section is about. For example, the heading of this section might read “Instructions for Writing Memo Sections”. There can me multiple paragraphs in a section, and you can use bullet points if needed to demonstrate a point. The idea is to share information in a concisely with all necessary detail. Heading 2: A second heading signals a new topic or idea to discuss. All the instructions under Heading 1 apply here too. The sections in the body of the memo relay information to the reader. Recommendations : If you are writing a memo for someone, you may be asked to give recommendations for future actions based on the information or evidence you described in the body of the memo (the sections under Heading 1 and Heading 2). When giving recommendations, you should refer to information and evidence in the memo without completely rewriting it. Work Cited: List here any sources used to write your memo or evidence that your reader can refer to.