Presentation on chapter 9.

1. Business Communication
Adapted from NETA PowerPoint for Essentials of Business Communication by
Lisa Jamieson
Professionalism: Phones,
Voice Mail, and Meetings

2. Telephone and Voice Mail Etiquette

3. Making Calls
Before:
•Plan agenda
During:
•3-point introduction
•Brisk but cheerful
•Bring it to a close
After:
•Avoid phone tag
•Leave complete
messages

4. Leaving Voice Mail Messages
• Be prepared
• Be complete but
concise
• Be professional and
courteous
• Speak slowly and
clearly
• Be careful with
confidential information
• Don’t make
assumptions
Image source

5. Receiving Calls
•Identify yourself
•Be responsive
•Be cautious
•Take messages carefully
•Explain transfers

6. Receiving Voice Messages
• Don’t overuse
• Prepare a professional greeting
• Respond to messages promptly
• Acknowledge extended absences
Image source

7. Using Smartphones Professionally
• Location
• Time
• Volume
Image source

8. Meetings

9. Meeting Tips

10. Preparing for Meetings
• Purpose
• Location
• Participants
• Go digital
• Distribute agenda
Image source

11. Sample Agenda

12. During Meetings
• Get started
• Move along
• Handle conflict

13. Closing and Follow-Up
•End on time
•Summarize and delegate
•Ensure understanding
Image source

14. Email Meeting Minutes

15. Virtual Meetings
• Check technology and
anticipate limitations
• Establish ground rules
• Manage the meeting
• Respect needs of
disperse participants

16. Summary
• Learned about professional telephone skills and voice
mail etiquette
• Explored how to plan and participate in productive
meetings

17. References
Dewan, P. (2015). Words versus pictures: Leveraging the research on visual
communication [PDF]. Partnership: The Canadian Journal of Library and
Information Practice and Research.
The Distilled Man. (2015, August 1). 8 Tips for Running More Effective Meetings | The
Distilled Man [Video]. YouTube. https://youtu.be/ypxH_2qdePc
Guffrey, M. E., Loewy, D., & Almonte, R. (2019). Essentials of business communication
(9th Canadian Edition). Nelson.
Jamieson, L. (2019). Chapter 9: Communicating in the digital-age workplace [PowerPoint
slides]. Nelson.

18. Image Sources
[Colourful phone and messages] [Illustration]. [n.d.]. Enginerette. https://
www.engineerette.com/professional-voicemail-greeting-guide-for-job-seekers/
[Man yelling at phone] [Illustration]. [n.d.] iStock.
https://www.istockphoto.com/illustrations/old-man-yelling
Meeting [Illustration]. [n.d.]. Vecteezy. https://www.vecteezy.com/vector-art/289549-
business-meeting-vectpr-illustration-with-characters
[Outlook calendar] [Illustration]. [n.d.]. Pinterest. https://www.pinterest.com/pin/
857302479059023885/
[Ringing phone and message icon] [Illustration]. [n.d.]. University of Rochester.
https://images.app.goo.gl/wa2xUCRdzrvKCh1J7