Unit 02 Business Communications


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Unit 02 Business Communications - student reference book notes

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Unit 02 Business Communications

  1. 1. Business Communications<br />Unit 2<br />
  2. 2. OVERVIEW<br />Writing business letters is one of the most important lessons in this Reference Guide.<br />All student managers will write letters on personalized letterhead designed especially for their business.<br />Using telephone and e-mail are an integral part of business.<br />
  3. 3. Business Forms<br />Address labels and metered postage<br />Address labels and postage stamps<br />Letter head stationary<br />Speech Evaluation Forms<br />While you were out slips<br />
  4. 4. 2.1 Writing Business Letters<br />Helping Managers<br />Nouveau Investment Company will prepare a form letter each time a stock purchase is made<br />Lee Community Center will prepare a newsletter on July 20 that will be reproduced and sent to all Pettisville businesses<br />A special newsletter “mailer” is also provided that includes the bulk mail permit number and a place to list the mailing address<br />
  5. 5. 2.1 Writing Business LettersManager Tips<br /><ul><li>Business letters should include at least three paragraphs
  6. 6. Introduction
  7. 7. Body
  8. 8. Conclusion
  9. 9. Make copies of your documents for two reasons:
  10. 10. Businesses keep records of all completed documents
  11. 11. You will need to have a work sampling for your final audit.</li></ul>The modified block letter style is best for handwritten letters.<br />The block letter style is the easiest format for managers who are keying their letters on electronic letterhead stationary<br />Formatting techniques are found on pages 96-97 in the Student Reference Book<br />
  12. 12. 2.1 Writing Business Letters<br />Parts of a Letter<br />Date<br />Letter Address<br />Salutation<br />Ladies and Gentleman<br />Body<br />Complimentary Close <br />Only the first letter of the first word is capitalized<br />Signature<br />Enclosure Notation<br />If you are sending a check or other business paper with the letter<br />
  13. 13. 2.2 Using Telephone and E-mail<br />Manager Tips<br />The person answering the telephone for a business is the ambassador for that company and plays a significant role in the success or failure of the business.<br />Viruses cannot be transmitted through the text of an e-mail. They are introduced when programs or attached files are downloaded. It is important to scan for viruses.<br />
  14. 14. 2.2 Using Telephone and E-mail<br /><ul><li>United Communications will record all sales and service orders on a work order sheet.
  15. 15. The manager must call on businesses that order mobile phone and DSL lines to make the installations, but there is no installation record for orders for cell phones.
  16. 16. United Communications will send telephone bills on July 18 and July 19 to all Pettisville businesses.</li></li></ul><li>2.2 Using Telephone and Email<br />Business Ethics<br />Many businesses monitor the sites accessed by their employees and the contents of their e-mails. It is a common occurrence today to see employees dismissed from their jobs because of improper use of the internet.<br />
  17. 17. 2.2 Using Telephone and E-mailCareer Paths<br /><ul><li>Communication skills are essential for success in the following careers:
  18. 18. Administrative Assistant
  19. 19. Editor
  20. 20. Journalist
  21. 21. Public Relations Specialist
  22. 22. Receptionist
  23. 23. Reporter
  24. 24. Secretary
  25. 25. Telemarketer
  26. 26. Telephone Operator
  27. 27. Word Processor</li></li></ul><li>2.2 Using Telephone and Email<br />When answering the telephone, be prompt and clear the line as quickly as possible.<br />Identify yourself immediately.<br />Speak distinctly, pleasantly, enthusiastically, and naturally.<br />
  28. 28. 2.2 Using Telephone and Email<br />Be prepared when placing a call. <br />Gather all of the information you need<br />When taking a telephone message:<br />Time & Date<br />Name of caller<br />Telephone number of caller<br />Message<br />Your initials<br />
  29. 29. 2.2 Using Telephone and Email<br />Email software contains the following parts:<br />Inbox<br />Outbox<br />Address Book<br />Heading<br />Attachments<br />Body<br />Signature Footer<br />
  30. 30. 2.2 Using Telephone and Email<br />Email is relaxed<br />It can promote poor writing habits as well as lack of courtesy<br />Ex. Think of the language you use in email and text<br />Email is not private<br />Others can access your email, including your employer<br />
  31. 31. 2.3 Speaking in Public<br />Manager Tips<br />Suggested length for a speech is three to five minutes.<br />
  32. 32. 2.3 Speaking in Public<br />Define the purpose of your speech<br />Plan the outline for your speech<br />Have a novel introduction<br />Practice your speech<br />Dress appropriately<br />Also watch body language, posture, hand gestures, facial expressions, and eye contact<br />Summarize the main points<br />
  33. 33. 2.3 Speaking in Public<br />An effective speaker is able to define the purpose of the speech, entertain the audience, inspire, and persuade.<br />You must consider the interests and needs of the listeners.<br />