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CCWS_Professional Communication Etiquette
- 1. Professional Communication Etiquette: Cell Phones, Emails & Texts, Oh My!
- 2. Marketing Daniel Sloan Marketing Specialist Trident University International
- 3. Center for Career & Workforce Strategies Tanya White-Earnest Director TUI Center for Career & Workforce Strategies
- 4. Turn off email, phones, instant messaging Get involved in the webinar Use the Q&A panel to submit your questions Let family/colleagues know you are on a webinar to avoid distractions Participant phones are muted GET THE MOST OUT OF YOUR WEBINAR TODAY
- 6. Presented by Tanya White-Earnest Webinar Wednesday
- 7. Agenda Discuss professional etiquette tips to help you reach out to employers Provide an overview of what works, and what doesn’t, in professional communication Share the expectations of recruiters, hiring managers and HR professionals In today’s webinar we will:
- 8. POLL Absolutely – I do it all the time Maybe once or twice I didn’t know it was allowed I’d rather send an email Are you serious? I don’t even text my friends. Have you ever sent a text to a hiring manager or recruiter?
- 11. 60% of recruiters use text 98% of text messages are opened HR Managers text interview schedules, reminders, updates, instructions Phone tag is eliminated/ spam filters avoided Digital trail can be referred to later 30% of U.S. households do not have landlines A level of formality and professionalism is expected 90% of text messages are replied to within 3 minutes
- 12. TEXT TALK • Communication is a big part of our day-to-day lives and in the work environment it has to be just that – professional. • Text talk or social media abbreviations do not belong in your job search materials. • If you’re truly serious about your search for employment, you must be professional in every aspect of your efforts. From Social-Hire.com
- 13. TEXT TALK IS INAPPROPRIATE “Professional written communication, including your resume, cover letters, emails and online application forms, are not the appropriate forums for text talk.” • Does ur ad close 2mor? • I wld like the chance to meet u in person 4 a i/v :-0 • I’m a grad w 1 yr caz work exp • I am avail a/t 4 interview • I need to find WRK … • You can CM on the numbers listed at the top • FYI, also completed a grp project at Uni on same From Social-Hire.com
- 14. Do Not Use emoticons in your text messages (or emails) no matter how tempting! Candidates can mistakenly take texting too far – corresponding via text and sending thank you notes following interviews. Texting is open to misinterpretation Texting removes the human element – no visual, auditory or facial cues, body language or voice
- 16. • Who is this message from? • Why is this person calling? • Who are they calling? • What information do they need? • What incentive are they leaving to received a call back? SAMPLE:
- 17. The Importance of listening Take notes if you can Don’t interrupt Repeat/rephrase/summarize Clarify next steps and expectations How to Speak Clearly Sit or stand up straight Smile (if appropriate) Speak directly into the phone Speak slowly when leaving a message
- 18. Carrying On A Conversation Identify yourself at the outset of call Focus on the call, not distractions Don’t eat or drink while conversing Show interest in what they are saying Conversation Structure (call/message) Greeting/Introduction Reason for call Information Summary Good Bye Good to Know: If using your personal phone for professional communication, ringtone and greeting should be appropriate. “Yo, leave a message” or “You know what to do” is not an appropriate VM greeting, Blurred Lines isn’t the best song to greet recruiters
- 19. Leaving a Message? Tell them who you are Tell them why you are calling Tell them how to contact you Tell them
- 20. Be Prepared for the Conversation Plan – or perhaps practice - what you are going to say Watch your vocal tone (smile on the phone, when appropriate) Let them know who is calling Leave contact information on VM , even if you think they already have it Turn your phone off in the interview or other professional settings where not appropriate
- 21. You can only use your voice, so make it work for you Have your phone prepared to accept professional calls – greetings and ring tones NEVER ASSUME OTHERS KNOW WHO YOU ARE AND WHAT YOU WANT! Answer your phone in an appropriate tone and with appropriate language Never leave the conversation without saying “good bye” Take Away #1 Take Away #2 Take Away #3 Take Away #4 Take Away #5
- 23. EMAIL When You RECEIVE an email: Don’t just skim – read Reply appropriately Address each point as appropriate Don’t use slang or abbreviations If you won’t be available at certain times, use your out of office or vacation auto responder (even personal emails have this feature)
- 24. • Email is NOT Texting • Do not send “text emails” from your phone. If you use your phone, take time to compose a real email • Texting is generally not appropriate to initiate in professional interactions (job search), use email instead. Picture Credit: TheLadyLike.com Professional Communication Etiquette
- 25. EMAIL DON’T
- 27. Have an email signature – Include contact information Cover letter is body of email when applying for a job – Cover letter should not be attachment Address to a person whenever possible – Use company website or LinkedIn or Google, etc. to find information Ensure you have a subject line – Get attention Avoid spam folder
- 28. Samples Subject Lines: (Job Search) Communications Director Position Marketing Associate Position/ Your Name Signature: First Name Last Name Email Address Phone Cell Linkedin Profile (optional) General Salutations: Dear Hiring Manager To Whom It May Concern Dear Human Resources Manager Dear Sir or Madam Dear Company Name Recruiter Not Sure of Gender: Dear Sydney Jones Dear Taylor Smith Conclusion: Mention attachments Thank them for reading Indicate how you will follow up
- 29. Spell Check, Grammar Check: NEVER send without proofing. Send a test message to yourself to check formatting Check the spelling of the recipients name and ensure it is correct: especially if you are responding to their email – there is no excuse. Internally – no excuses! Use an APPROPRIATE email address. “HotSexyMamma@hotmail” or GorgeousGuy@gmail.com is not appropriate. Use Your Name! Be clear and concise in your communication: State your purpose and expectation Give enough information to Make sure they know how to contact you and check your email regularly, even the spam folder! Take Away #1 Take Away #2 Take Away #3 Take Away #4 Take Away #5
- 31. Communicating Through Social Media Make a connection Build a relationship Be sure you’re qualified Patience is key Make sure your profile is up to date and effective
- 32. Connecting On Social Media • According to Undercover Recruiter.com – – Don’t contact recruiters or HR on multiple sites – choose one and – “Don’t bombard them with messages and requests. Reaching out through multiple platforms will only annoy recruiters, placing you on their stalker list instead of their list of qualified candidates.”
- 33. Questions
- 34. Upcoming Webinars Don’t forget to mark your calendar for other upcoming Center for Career and Workforce Strategies events including: • April 27, 2016 – Social Media – Daniel Sloan • May 11, 2016 – Career Search in the 21st Century – Dr. Bruce Gilles
- 35. Connect with CCWS • Call us at: 714-816-0366 extension: 1943 • Email us at: trident4careers@trident.edu
- 36. Thank You! We appreciate you joining us today for: Professional Communication Etiquette – Cellphones, Emails, and Texts, Oh My! We hope you enjoyed and learned something new from the session Watch for the email containing the link to the recording and the Slideshare for today’s webinar Please be sure to leave your comments and suggestions as you log out See you next time!
- 37. Thank You For Attending