Effective business communication methods.pptx

communication methods in business

1. 1 Effective Business Communication

2. 2 Netiquette = E-mail & Internet Etiquette E-mail message - No nonverbal expression to supplement what we are “saying”. Normal communication takes into account tone of voice, gestures, and proximity Since this is absent – be very careful with email

3. 3 Email Addresses What impression does yours leave???

4. 4 Email Contacts Organize contacts by first and last name Makes you much more efficient and professional

5. 5 Email Length? Brief and to the point Preferably one page Readers should not have to scroll

6. 6 Content Never use ALL CAPS Watch for typos Use normal capitalization and punctuation Use correct grammar & spelling Avoid long sentences

7. 7 Replying Return emails in the same day that you would return a phone call

8. 8 Salutation Write a salutation or greetings for each new subject email

9. 9 Subject Lines Always use a subject line Make the subject line meaningful Example: “April 22 production team meeting agenda” instead of “meeting”

10. 10 Signature Always use a signature or name at the end Includes alternate means of contacting you

11. 11 Wording? Use active words instead of passive

12. 12 Privacy? Emails = public documents Only include those statements in email that you can openly defend

13. 13 Attachments Attachments: Title needs to make sense Large attachments??

14. 14 Flaming? Never “flame” someone. Flaming = virtual term for venting emotion online or sending inflammatory emails.

15. 15 Sensitive Issues? Never send an email about sensitive subjects. Examples: Disciplinary action Conflicts about grades or personal information Concerns about fellow classmates/co-workers complaints

16. 16 Reply All?? Be very careful

17. 17 Forwards?? Do not over use the forward button

18. 18 Telephone Communication

19. 19 Impressions? How you conduct yourself on the telephone = face-to-face interactions

20. 20 Answering the phone? HELLO

21. 21 Guessing Game? Identify yourself, office or organization in as few words as possible

22. 22 Tone Cheerful and considerate attitude toward each telephone caller. Smile when you answer or talk on the phone ***It will show on the other end.

23. 23 Identification? Give your name when the telephone is answered, before asking for the person you are requesting

24. 24 Mumbo Jumbo!! Enunciate your words very carefully

25. 25 Considerate Keep business conversations to the point

26. 26 Holding??? Do not keep someone on hold more than 30 seconds.

27. 27 Leaving a message! Always leave your phone number if you ask someone to call you back Even if you think they have it

28. 28 Listening Well!! Listening is essential whether in person or on the phone

29. 29 Message Systems Make sure your voice mail or answering machine work properly

30. 30 Call Me Back!!! Always return your calls on the same day

31. 31 Timing? Think about the time when making a phone call. Not acceptable to call someone before 7-8 a.m. and after 8:30-9 p.m.. Avoid meal times

32. 32 Oops ! Never hang-up when you realize you have a wrong number Apologize and then hang up

33. 33 Ring Time? When calling someone, let the telephone ring a reasonable length of time

34. 34 Call Times? Calling a business at or very near closing time = inconsiderate

35. 35 Message Taking When taking a message Indicate the time & date of the call Caller Information Phone number Person taking the message Ask for correct spelling if necessary

36. 36 Never – ever! Never – eat, drink or chew gum on the phone

37. 37 Please leave a message! Leave a message when appropriate – especially with caller-ID, people will see you called so they should not have to wonder what you needed.

38. 38 Cell Phone Etiquette

39. 39 Can you hear me now? Maintain at least a 10 foot zone from anyone while talking.

40. 40 Never talk here Elevators Libraries Museums Restaurants Cemeteries Theaters Dentist or doctor waiting rooms Places of worship Auditoriums Other enclosed public spaces (hospital emergency rooms or buses)

41. 41 Emotions Don’t have emotional conversations in public – ever.

42. 42 Language – yes I can hear you too! Watch your language & tone of voice Others are watching and getting impressions of you

43. 43 Ring Tones!! Don’t use loud and annoying ring tones

44. 44 Multi-tasking?? Never “multi-task” by making calls while shopping, banking, waiting in line or conducting other personal business.

45. 45 Personal vs. Business Never take a personal call during a business meeting.

46. 46 Text messaging Do not send text messages to someone else unless you have their permission to do so as they may incur a charge.

47. 47 Totally Inappropriate Never utilize a cell phone in something like a State FFA Convention session This would also include text messaging

48. 48 If you have too If you must answer a cell phone in a public setting, answer and tell the person to hold a minute while you remove yourself from the room.

49. 49 Manner Mode Always keep your phone on manner mode when in a public event such as a convention or meeting.

50. 50 Driving – not a good idea! Do not utilize a cell phone while driving or operating other equipment.

51. 51 Growing an extra ear! Do not grow too attached to your cell phone