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The Business of Business Communications - #2 in the Employment in the Digital Age Series

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Part two of three digital learning resources for tech-savvy young adults in the workplace, funded by Adult Learning Centres Grey-Bruce-Georgian, Adult Learning Programs of Perth and Employment …

Part two of three digital learning resources for tech-savvy young adults in the workplace, funded by Adult Learning Centres Grey-Bruce-Georgian, Adult Learning Programs of Perth and Employment Ontario.

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  • 1. Part Two of Three Digital Learning Resources for Tech-Savvy Young Adults in the Workplace
  • 2. An online educational resource for youth entering the workforce, initiated and funded by: Developed by: miranda-miller.com
  • 3. Digital Natives at Work Young adults have grown up with technology. They are considered ‘digital natives.’ These three workshops explore employers’ expectations of the use of digital technology and communications devices in today’s workplace. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 4. Employment in the Digital Age Series Session One: Making Technology & Devices Work at Work Cell phones, laptops, tablets and PCs are commonplace in modern work environments. Are you using them correctly? Session Two: The Business of Business Communications Learn how to use email, chat applications, online discussion groups and even social networks like Facebook for business communications. Session Three: Your Personal & Professional Brand Privacy, identity and integrity are critical to your success in technology charged workplaces. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 5. Discuss When you see Discuss tabs in this course… Stop! Learners working in groups should take this opportunity to have a conversation about the topic at hand and follow instructions to complete the task. Individual learners can explore the topic on their own using the resources provided. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 6. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 7. Business communications are evolving rapidly – we are more connected now than at any other point in history. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 8. We recognize telephone calls, emails and letters as business communications… Employment in the Digital Age: Session Two – The Business of Business Communications
  • 9. … but now Tweets, Facebook posts and messages, LinkedIn status updates, Tumblrs and more can be business communications, too. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 10. In the modern workplace, you might use internal or external social media networks to communicate with your colleagues and industry peers. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 11. Just a few years ago, using a social network from your work computer was forbidden by most employers. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 12. Now, an entire industry of enterprise-level social networks has grown out of the need for employees to communicate online. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 13. Your employer may expect that you know how to use these networks – or can at least learn them quickly. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 14. You may switch between a variety of communications channels throughout your workday. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 15. Employers are realizing that social media isn’t necessarily a bad thing… it can offer huge benefits for the business. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 16. • Improved employee engagement • More productive teams • A connected organization • Stronger customer loyalty. (Microsoft) Benefits of enterprise social use include: Employment in the Digital Age: Session Two – The Business of Business Communications
  • 17. Each social network is unique, but most have common features. In the example above, you’ll notice the Yammer user homepage has some features that may remind you of Facebook. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 18. Social media in the workplace might be used to post messages to or collaborate with an entire team… Employment in the Digital Age: Session Two – The Business of Business Communications
  • 19. Or to communicate only with specific co-workers… Employment in the Digital Age: Session Two – The Business of Business Communications
  • 20. Or to organize and search for files and more, as shown in these examples from the Tibbr network. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 21. In today’s workplace, you might also be responsible for blogging or other published communications – all representing your company. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 22. The content you post on social networks like Facebook, Twitter and LinkedIn reflect on the company and your professional reputation, as well. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 23. Are you making the right impression? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 24. Discuss Make a list of the social networks you use to communicate with friends, family and coworkers. Discuss which networks you use and what you like or dislike about each one, either with your peers or in writing on your own. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 25. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 26. It’s important to have good etiquette at work in general – but especially in your written communications. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 27. Whatever digital tools you use in the workplace, your business communications must be: • Prepared • Purposeful • Professional • Polite Employment in the Digital Age: Session Two – The Business of Business Communications
  • 28. Being Prepared Ask yourself: • Am I sharing all of the necessary information? • Am I ready to answer questions about this topic? • Is this the person (or are these the people) I should be communicating with on this topic? • Am I confusing the issue with more information than is necessary? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 29. Communicating with Purpose Ask yourself: • What is my desired outcome? • What action do I want this person to take? • Have I communicated this clearly? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 30. Communicating Professionally Ask yourself: • Have I used good spelling and grammar? • Is the tone of my message appropriate for work? • Is my language appropriate for the workplace? • Is there any room for misunderstanding my intent and how can I fix that before sending? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 31. Being Polite Ask yourself: • Have I used an appropriate salutation and closing? • How do I want the reader to feel after this encounter? • Does my communication address what the other person needs to know? • Am I using my best manners? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 32. Always review your writing carefully before sending. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 33. Crafting Great Emails & Messages Even with all of the new media tools we have access to, email remains a popular way to communicate at work. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 34. You might also use Facebook, Twitter, texting or other methods to send messages that are relevant to your work. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 35. Use CLEAR Writing A system for more effective business communications: Connected – to current projects and workload. List next steps. Expectations – set them! Ability – explain how things will get done. Return – answer “What’s in it for me?” for the recipient. - From Bill Jensen, author of The Simplicity Survival Handbook Employment in the Digital Age: Session Two – The Business of Business Communications
  • 36. Use appropriate greetings and closings, regardless of the forum. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 37. Cut out unnecessary language. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 38. Don’t be a jerk – keep it professional, even if you’re upset. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 39. Take the time for a sober second thought before sending. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 40. Ask a co-worker or supervisor for a second opinion if you aren’t sure how your message will be received. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 41. If you feel someone is being heavy-handed or emotional with you in a business communication, check back with them (preferably in person). Employment in the Digital Age: Session Two – The Business of Business Communications
  • 42. Don’t respond in anger – especially if you may have misunderstood. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 43. Discuss Do you practice good etiquette in your communications? Make a list of the steps you take today to be polite and efficient in your text messages, Facebook messages, emails, etc. – and ways you can improve. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 44. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 45. This is how we used to dispose of business communications. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 46. Now, nothing ever really goes away. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 47. Don’t expect personal privacy on company networks… Employment in the Digital Age: Session Two – The Business of Business Communications
  • 48. And remember that your web browsing history is available to your company’s IT department. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 49. Anything you send using email can be resurfaced… even if you think it’s been deleted. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 50. Nothing published on the Internet ever really goes away, either. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 51. Especially not on social networks. Your profile on each network contains a file that can be shared with lawyers or police when subpoenaed. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 52. Always keep in mind that the person on the other end of a tweet, Facebook post, blog or other online message is a person just like you. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 53. Even when you think your comments are anonymous, you may be identified – and they never really go away. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 54. Hurtful, cruel comments affect real people. Is that how you want people (like employers!) to remember you? Employment in the Digital Age: Session Two – The Business of Business Communications Caitlin Seida woke up one day to realize her photo had been posted to a site with the sole purpose of allowing people to mock the appearance of others. Thousands of people left cruel comments – until she started contacting them. Many didn’t realize they could be identified through posts to a public page. - Salon
  • 55. Don’t be afraid… be aware. Remember this rule of thumb: If you wouldn’t say it in court, don’t say it on Facebook! (Or in an email, or via text message, or in a memo…) Employment in the Digital Age: Session Two – The Business of Business Communications
  • 56. Social Media & You (& Your Job) Employment in the Digital Age: Session Two – The Business of Business Communications
  • 57. Should I display the company name on my social profile and how does that reflect on my employer? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 58. Will I be embarrassed if someone shares this with my employer or coworkers? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 59. Will this post or message reflect positively or negatively on my employer? (Even if it’s not about work, people may assume you represent the company.) Employment in the Digital Age: Session Two – The Business of Business Communications
  • 60. Does this say what I meant to say or could it be misinterpreted? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 61. Discuss Go to one of your social profiles and review the last dozen posts or so. Is your social media activity appropriate for a workplace setting? Would you be embarrassed if your coworkers read your Facebook page? Discuss with your group or, if working individually, write a short note about it. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 62. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 63. You Only Live Once! Employment in the Digital Age: Session Two – The Business of Business Communications
  • 64. Make the right impression at work. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 65. Obviously, this won’t go over well in the workplace. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 66. Neither will this. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 67. Using text-speak in conversation has become the norm: • 71% of youth use text-speak when texting on phones. • 64% use it when typing messages online. • 14% use text-speak while speaking out loud! - Kaplan International Colleges Employment in the Digital Age: Session Two – The Business of Business Communications
  • 68. Two out of three teachers reported in a recent study that they regularly find text-speak in pupils’ homework. (Mencap) Employment in the Digital Age: Session Two – The Business of Business Communications
  • 69. 89% of parents and teachers in the study said the growing prevalence of text-speak is creating a language barrier between themselves and youth. (Mencap) Employment in the Digital Age: Session Two – The Business of Business Communications
  • 70. Text-speak in the workplace can cause confusion and misunderstandings. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 71. For example: HT or H/T = Hat Tip It’s a way to give credit to a person for their idea or quote. But it also means… Heard through. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 72. AYC = Aren’t You Clever. But it also means… Aren’t You Cheeky. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 73. ATM = At the moment. but it also means… Automated Teller Machine. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 74. …and it means other things that are not appropriate for the workplace. When in doubt, check the term out. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 75. Some acronyms are acceptable in online conversation… (Too Long; Didn’t Read) Employment in the Digital Age: Session Two – The Business of Business Communications
  • 76. …but are not appropriate to use with coworkers. Image Employment in the Digital Age: Session Two – The Business of Business Communications
  • 77. There are some acronyms you’ll want to know, like this one: NSFW. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 78. These acronyms are commonly used in business and in professional communications. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 79. Common Business Acronyms As Soon As Possible Career Limiting Move Due Diligence Don’t Read If Busy No Reply Necessary Request For Discussion To Be Advised To Whom It May Concern Thanks In Advance Way To Go You’re Welcome From NetLingo – Top 50 Business Text Terms Employment in the Digital Age: Session Two – The Business of Business Communications
  • 80. So when is it okay to use acronyms or text lingo in business communications - and which ones? Employment in the Digital Age: Session Two – The Business of Business Communications
  • 81. Ask your employer. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 82. Make sure you understand their communication policy and what is expected of you! Employment in the Digital Age: Session Two – The Business of Business Communications
  • 83. socialmedia.policytool.net Try this tool to see what goes into a social media policy. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 84. It guides people through a wizard and creates a policy for their unique needs. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 85. Social media policies let employees know how they can and can’t use social media in the workplace. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 86. It’s your responsibility to know and follow the rules! Employment in the Digital Age: Session Two – The Business of Business Communications
  • 87. Sometimes the rules don’t seem to make sense. This young man was fired for licking taco shells. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 88. That’s gross, right? He should have been fired! Except the picture everyone went wild over was actually from a company-run photo contest. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 89. The problem was that it was never approved for social sharing. It was for internal use only. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 90. It reflected poorly on the company as a whole when shared out of context across social media. People were horrified. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 91. Give the policy tool a try now if you haven’t – see what considerations businesses face when deciding how social media is used in the workplace! socialmedia.policytool.net Employment in the Digital Age: Session Two – The Business of Business Communications
  • 92. Discuss What have you learned about how your social activity can reflect on your employer? Discuss with your group or write a short essay on what you’ve learned about how your social media presence can affect your work and your employer. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 93. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 94. True or False: Attitudes toward social media use in the workplace are changing. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 95. TRUE. Many employers actually encourage social media use in the workplace – as long as it’s used properly and benefits the company. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 96. Social Business Communications: Can you remember the examples of enterprise social media platforms used by companies for internal social communications? List as many as you can remember. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 97. These are all examples of social media networks for businesses. See if you can find any more on the Internet! Employment in the Digital Age: Session Two – The Business of Business Communications
  • 98. Fill in the Blank: Whether you use email, a social network, a handwritten note or a memo, your business communications must always be ___________. Do you remember the 4 Ps? Write them down. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 99. Whatever digital tools you use in the workplace, your business communications must be: • Prepared • Purposeful • Professional • Polite Employment in the Digital Age: Session Two – The Business of Business Communications
  • 100. Choose the Right Answer: Which acronym can help you remember the rules for writing better business emails? a) EMAIL b) DATA c) CLEAR d) GOOD e) None of the above Employment in the Digital Age: Session Two – The Business of Business Communications
  • 101. ANSWER: Use CLEAR Writing Connected – to current projects and workload. List next steps. Expectations – set them! Ability – explain how things will get done. Return – answer “What’s in it for me?” for the recipient. - From Bill Jensen, author of The Simplicity Survival Handbook Employment in the Digital Age: Session Two – The Business of Business Communications
  • 102. True or False: If you post something embarrassing or inappropriate online or in an email, you should delete it right away so no one will notice. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 103. TRUE… Sort of. Nothing on the Internet or in email ever really goes away. Data on your social profiles, in emails on the company server and through private companies like Gmail, and on your work and personal computers can always be recovered. Think carefully and reread everything before sending. Employment in the Digital Age: Session Two – The Business of Business Communications
  • 104. Resources Check out these resources to learn more about business communications in our digital world: • Email Etiquette Recommendations for Today’s Business Student – Sam Houston State University • Communication World – The International Association of Business Communicators’ monthly magazine • Can We Talk? Four Tips for Delivering Bad News – HRVoice • Beyond the Selfie: There are some social media skills Millennials don’t have – Financial Post • 3 Ways Millennials Can Master Job Interviews - Forbes Employment in the Digital Age: Session Two – The Business of Business Communications
  • 105. Image Credits Slide 7, DollarPhotoClub Slide 10, Salesforce Slide 17, About Yammer Slides 18-20, Tibbr Slide 24, DollarPhotoClub Slide 26, DollarPhotoClub Slide 58, DollarPhotoClub Slide 54, Twitter Slide 60, DollarPhotoClub Slide 61, DollarPhotoClub Slide 72, DollarPhotoClub Slide 54, Facebook (with permission) Slide 80, DollarPhotoClub Slide 81, DollarPhotoClub Slide 82, DollarPhotoClub Employment in the Digital Age: Session Two – The Business of Business Communications
  • 106. An online educational resource for youth entering the workforce, initiated and funded by: Developed by: miranda-miller.com