Unit 02 Business Communications
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Unit 02 Business Communications

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Unit 02 Business Communications - student reference book notes

Unit 02 Business Communications - student reference book notes

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  • 1. Business Communications
    Unit 2
  • 2. OVERVIEW
    Writing business letters is one of the most important lessons in this Reference Guide.
    All student managers will write letters on personalized letterhead designed especially for their business.
    Using telephone and e-mail are an integral part of business.
  • 3. Business Forms
    Address labels and metered postage
    Address labels and postage stamps
    Letter head stationary
    Speech Evaluation Forms
    While you were out slips
  • 4. 2.1 Writing Business Letters
    Helping Managers
    Nouveau Investment Company will prepare a form letter each time a stock purchase is made
    Lee Community Center will prepare a newsletter on July 20 that will be reproduced and sent to all Pettisville businesses
    A special newsletter “mailer” is also provided that includes the bulk mail permit number and a place to list the mailing address
  • 5. 2.1 Writing Business LettersManager Tips
    • Business letters should include at least three paragraphs
    • 6. Introduction
    • 7. Body
    • 8. Conclusion
    • 9. Make copies of your documents for two reasons:
    • 10. Businesses keep records of all completed documents
    • 11. You will need to have a work sampling for your final audit.
    The modified block letter style is best for handwritten letters.
    The block letter style is the easiest format for managers who are keying their letters on electronic letterhead stationary
    Formatting techniques are found on pages 96-97 in the Student Reference Book
  • 12. 2.1 Writing Business Letters
    Parts of a Letter
    Date
    Letter Address
    Salutation
    Ladies and Gentleman
    Body
    Complimentary Close
    Only the first letter of the first word is capitalized
    Signature
    Enclosure Notation
    If you are sending a check or other business paper with the letter
  • 13. 2.2 Using Telephone and E-mail
    Manager Tips
    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.
    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.
  • 14. 2.2 Using Telephone and E-mail
    • United Communications will record all sales and service orders on a work order sheet.
    • 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. United Communications will send telephone bills on July 18 and July 19 to all Pettisville businesses.
  • 2.2 Using Telephone and Email
    Business Ethics
    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.
  • 17. 2.2 Using Telephone and E-mailCareer Paths
    • Communication skills are essential for success in the following careers:
    • 18. Administrative Assistant
    • 19. Editor
    • 20. Journalist
    • 21. Public Relations Specialist
    • 22. Receptionist
    • 23. Reporter
    • 24. Secretary
    • 25. Telemarketer
    • 26. Telephone Operator
    • 27. Word Processor
  • 2.2 Using Telephone and Email
    When answering the telephone, be prompt and clear the line as quickly as possible.
    Identify yourself immediately.
    Speak distinctly, pleasantly, enthusiastically, and naturally.
  • 28. 2.2 Using Telephone and Email
    Be prepared when placing a call.
    Gather all of the information you need
    When taking a telephone message:
    Time & Date
    Name of caller
    Telephone number of caller
    Message
    Your initials
  • 29. 2.2 Using Telephone and Email
    Email software contains the following parts:
    Inbox
    Outbox
    Address Book
    Heading
    Attachments
    Body
    Signature Footer
  • 30. 2.2 Using Telephone and Email
    Email is relaxed
    It can promote poor writing habits as well as lack of courtesy
    Ex. Think of the language you use in email and text
    Email is not private
    Others can access your email, including your employer
  • 31. 2.3 Speaking in Public
    Manager Tips
    Suggested length for a speech is three to five minutes.
  • 32. 2.3 Speaking in Public
    Define the purpose of your speech
    Plan the outline for your speech
    Have a novel introduction
    Practice your speech
    Dress appropriately
    Also watch body language, posture, hand gestures, facial expressions, and eye contact
    Summarize the main points
  • 33. 2.3 Speaking in Public
    An effective speaker is able to define the purpose of the speech, entertain the audience, inspire, and persuade.
    You must consider the interests and needs of the listeners.