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Business Communication Current


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presentation for mbs

presentation for mbs

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  • 1. Business Correspondence and Communication Sponsored By Columbia Public Schools, Career Center Dr. Bryan Carter Distance Learning Specialist, Associate Professor, English
  • 2. What Exactly is Business Correspondence/Communication? Traditional: Dictation Memos Letters/Reports Telephone Conversations E-Mail Presentations
  • 3. Emerging Communications Videoconferencing Blo#ing E-Training Instant Messaging PodCasting Co$aborative Workspaces (Web 2.0) Voice Over Internet Protocol (VoIP) Twitter Virtual Environments
  • 4. Auditory Thinkers If you o'en think in terms of sounds you are ca$ed an auditory thinker. You can explain your ideas verba$y but stru#le to put those thoughts on paper. Reaching an auditory audience may require methods like: podcasts audio on a Web Site or Blog audio emails
  • 5. Visual Thinkers If you o'en think in terms of “images” then you are probably a visual thinker. If you can visualize what you want to say, you are probably best at expressing your thoughts on a word processor or by writing in longhand. Reaching a visual audience may require methods like: videoconferencing with flowcharts/outlines videobroadcasts, e.g. YouTube,, Vimeo, etc...
  • 6. Getting Your Thoughts out There Easier now based on a number of factors: Access to the Internet Basic equipment mic, headset, speakers Very little programming knowledge required A more open network that a$ows streaming, broadcasting, access to the “cloud”, etc...
  • 7. Your Thoughts Digitized Speech to Text programs IBM Via Voice Dragon Natura$y Speaking iListen
  • 8. Formatting is Easier than Ever Templates Galore Word, Open Office, Think Free Memos, Letters, Invoices, Pamphlets, Newsletters, Reports, Instructions, etc... Print - content limited, very specific, linear Digital - content unlimited, should sti$ be specific, but multi-modal, non-linear
  • 9. Telephone Conversations O'en a client's first contact with a business is by phone. The fo$owing guidelines wi$ help to make the first impression a good one. Most of this etiquette can be used in personal conversations as we$ as at the office. Professionalism is polite, thoughtful, efficient, educated and valuable at a$ times.
  • 10. Telephone cont... Try to answer the phone on the second ring. Answering a phone too fast can catch the ca$er off guard and waiting too long can make the ca$er angry. Answer with a -iendly greeting. (Example — "Good A'ernoon, IMT Customer Service, Sherrie speaking, how may I help you"). Smile — it shows, even through the phone lines Ask the ca$er for their name, even if their name is not necessary for the ca$. This shows you have taken an interest in them. Make sure that if you ask for their name, that you use it. Speak clearly and slowly. Never talk with anything in your mouth. This includes gum. Lower your voice if you norma$y speak loud. Keep the phone two-finger widths away -om your mouth
  • 11. Break
  • 12. Presentations Preparation: Define your audience Define your objectives Consider your listeners’ expectations Try to survey the setting prior to the presentation Try to familiarize yourself with the acoustics, lighting, equipment, etc.
  • 13. Types of Presentations Scripted Talk Outlined Talk Impromptu Talk
  • 14. General Hints for Effective Presentations Talk directly to your audience Be responsive to your audience’s moods and visual responses to points of the presentation Make eye contact Use a conversational style Make clear and direct points that support your purpose Be clear – language and organization
  • 15. E-Mail Etiquette Electronic mail and message systems play an increasing role in the work we perform. The effects, and side effects, of this communication medium can be substantial, especia$y to those relatively new to using it.
  • 16. Sending Messages Create single-subject messages whenever possible Assume that any message you send is permanent Have in mind a model of your intended audience Keep the list of recipients and Cc:s to a minimum Separate opinion -om non-opinion, and clearly label each If you must express emotion in a message, clearly label it Other content labels are useful
  • 17. Sending Messages cont... Think about the level of formality you put in a message Identify yourself and your affiliations clearly Be selective in broadcasts for information Do not insult or criticize third parties without giving them a chance to respond.
  • 18. Receiving and Responding to Messages If you receive a message intended for another person, don't just ignore it Avoid responding while emotional If a message generates emotions, look again Assume the honesty and competence of the sender Try to separate opinion -om non-opinion while reading a message, so you can respond appropriately Consider whom you should respond to Consider alternative media , Avoid irrelevancies.
  • 19. Always Remember... That your message might reside indefinitely The message can be printed and filed The message can be altered, then printed, thereby looking like a permanent, authentic copy of the received message, but having altered characteristics. The message can be forwarded to third parties (and then fourth, and so on) at the push of a button, without the original author's knowledge.
  • 20. The Cloud Typical cloud computing services provide common business and communication applications online that are accessed -om a web browser Word Processing Spreadsheets Presentations Storage and backup
  • 21. Why Use the Cloud? Cost Savings Accessibility Co$aboration
  • 22. A Few Good Examples Word Processing GoogleDocs Adobe Buzzword Zoho ThinkFree Storage, Mozy, Soonr, iDrive
  • 23. More in the Cloud Presentation GoogleDocs Slideshare Rocketslide Prezi Image Editing
  • 24. Yet More in the Cloud Scheduling Doodle Whiteboards skitch novamind scribblar
  • 25. More in the Cloud Po$ing - po$everywhere Broadcasting UStream LiveStream VoiceThread ScreenJe$y
  • 26. Blogging A blog is basica$y a journal that is available on the web. The activity of updating a blog is ca$ed “blo#ing” and someone who keeps a blog is ca$ed a “blo#er.” Blogs are typica$y updated daily using so'ware that a$ows people with little or not technical background to update and maintain their blog. Posting on a blog are almost always arranged in chronological order with the most recent additions featured most prominently.
  • 27. Blog Characteristics Conversational tone Frequent posts Links to other sites Frequent reference to those posting
  • 28. Instant Messaging Abbreviated IM, a type of communications service that enables you to create a kind of private chat room with another individual in order to communicate in real time over the Internet, analogous to a telephone conversation but using text-based, not voice-based, communication. Typica$y, the instant messaging system alerts you whenever somebody on your private list is online. You can then initiate a chat session with that particular individual.
  • 29. Texting Text messaging, or texting, is a co$oquial term referring to the exchange of brief written messages between mobile phones, over ce$ular networks
  • 30. IM & TextConsiderations Authentication Security Anti-Virus Lo#ing Special Features
  • 31. Does IM & Texting Belong in Business? corporate managers and network administrators are divided over its utility in the business world it a$ows you to communicate with co$eagues, customers and partners at a distance in real time, like the telephone, while avoiding the he'y long distance rates that apply during normal business hours. it provides more of a “personal” link than e-mail, while being a bit less intrusive than the telephone. useful for quick communications in emergencies Corporate employees who are used to using IM on their computers at home want the same convenience at work.
  • 32. Concerns over Corporate IM lost productivity it takes longer to exchange the same information via text chat as compared with over the telephone Employees may also be more prone to abuse IM for personal use on the job than the telephone problem with heavy IM traffic is bandwidth usage IM communications are also subject to unwanted advertising the bi#est concern in today’s business environment is security
  • 33. Break
  • 34. Voice Over Internet Protocol (VoIP) Voice over Internet Protocol, is a method for taking analog audio signals, like the kind you hear when you talk on the phone, and turning them into digital data that can be transmitted over the Internet.
  • 35. VoIP Features Benefits include: Flexibility Price Concerns include: Reliability Security
  • 36. VoIP Service Providers Vonage Skype Google
  • 37. Videoconferencing Most Common Types of Videoconferencing Room Based vary widely -om very expensive purpose built rooms to quite inexpensive ro$ around units that can be used in a variety of rooms. Desktop an invaluable tool for one-on-one and sma$ group teaching.
  • 38. Room Based VC Can be very expensive Usua$y accommodate large groups Extensive sound system Additional monitors/video sources usua$y required Most system can accommodate extra features like PowerPoint, Document Cam, images, etc. Polycom/Tandberg, Sony
  • 39. Desktop VC Becoming more common High quality cameras now available Inexpensive alternative for in-equent sessions Suitable for sma$ groups/conference room sessions Some systems can accommodate extra features like PowerPoint, images, etc.
  • 40. Desktop VC Examples Skype Tokbox Adobe Connect Buzzword tinychat
  • 41. Break
  • 42. Virtual Environments Second Life It’s not a Game but a world where anything is possible
  • 43. More SL Harlem Branch Library
  • 44. At the Cotton Club Bryan Mnemonic and Candice McMi$an