Recommended Communication Guidelines

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The following presentation is a guideline intended to help raise awareness of what communication methods business professionals are using and specifically suggest appropriate communications methods to be used with your next business contact.

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  • Recommended Communication Guidelines

    1. 1. Recommended Communication Guidelines By Kevin T. Fleming
    2. 2. Presentation Purpose • To help raise awareness of what communications methods work best in business environments • Specifically suggest the appropriate communications method for your next business effort • Help maximize business communications • Learn when and how to communicate with: • clients • partners • stakeholders • shareholders • vendors • even competitors
    3. 3. Think Before You Speak • With all forms of your communication, THINK! • If you don’t want it repeated on the evening news, national news, or have it read to you by an opposing attorney, don’t say it or write it • Remember with email you are only a few keystrokes away from having what you wrote sent to literally hundreds, thousands, and millions of people
    4. 4. Three Communication Questions Make all communication pass through three communication questions: 1.Is it TRUE? 2.Is it NECESSARY? 3.IS IT KIND?
    5. 5. Face–to–Face / One–on–One Highest level of communication • Most PERSONAL and most • Incorporates all senses EFFECTIVE • Most EXPENSIVE use of time • Provides immediate feedback of and resources - use wisely body language, eye contact, voice • Best for conflict resolution; sales tone, inflection, etc. presentations; mentoring; personal coaching
    6. 6. Face–to–Face with a Group Second highest level of communication • Used for Sales Presentations, • Does allow for some One–on– teaching, coaching, One communication and mentoring, engaging of senses but total group, etc. energy not focused on one person
    7. 7. Telephone / One–on–One • Great for follow-up; touching base; • Do not use to replace Face–to– and catching up with an existing Face meetings client BETWEEN face-to-face meetings • An excellent source to determine if • Use for simple communications not the next communication should be requiring a record of the by email, telephone or Face–to– conversation Face
    8. 8. Telephone / Conference Call • Great for problem solving/issue • Not a good option when there is resolution when working with a conflict between you and one of team the parties • Allows enough sensory experience • Very effective for project updates to decide if an alternative offline talk and WUHU (What’s Up, Heads or Face–to–Face meeting is needed Up) meetings
    9. 9. Email • Great for recording information; • NEVER EVER USE when there transferring data; non-time sensitive is an implied meaning messages; follow-up’s • Many emails have been “taken • Not to be used when a personal touch wrong.” A good-natured gesture is needed, there is a history of conflict could develop into a lawsuit between parties, or the subject has a potential to be antagonistic
    10. 10. Written Letters • Usually notices that are required in • Costly in postage, paper, envelopes, writing or mass mailings to and printing; however, it may reach promote a new product or service your intended audience • Impersonal but can be practical – must take action with this piece of paper (throw away or keep)
    11. 11. Hand Written Letter and Notes • Very personal but very slow • When a formal letter may appear too stuffy, simply take a sheet of • Great for expressing appreciation, letterhead and hand write a letter. noting recognition, and offering Personal, practical, and promotes sincere gestures sincerity without all the pomp of a • Note cards are great for printed letter congratulations, thank you, and various other recognitions of kindness
    12. 12. Web Meetings • I’m very skeptical on this one • Use sparingly until you can identify when it is • It has it’s place, but it must be appropriate and when it is used in conjunction with your not for your individual overall communications industry strategy not to replace any other methods
    13. 13. Summary Each communication method given should be modified to meet your individual personality and experiences. • For example with telemarketing, Face–to–Face is not only impractical; it is by definition not part of the job description In each case, realize what benefits and challenges each communication method provides and choose the best one for your need. If the preferred method is not an option, understand the limitation of the option you have available and maximize the benefits your selected option provides. As with any other activity you engage in, do it with purpose. Plan your work, and work your plan.
    14. 14. Recommended Communication Guidelines Kevin T. Fleming Kevin@KTFConsulting.com www.KTFConsulting.com

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