Communication Best Practices

Communication
BEST PRACTICES
http://uliko.squarespace.com/free-tools/
Copyright ｩ 2008-2009, Chris Linn’s “Communication Best Practices”. All rights reserved.

Meetings EmailsPresentations Telephone
MEETING PURPOSE
 To Make an Announcement (i.e. org change, sales
report, financial update, etc.)
 Confine the meeting to the specific purpose and
discussion about it
 One Member Reports
 Nothing but the purpose should be discussed, by
the person who called the meeting (facilitator)
 Several or All Members Report
 Limit questions to clarification with no opinions
(save opinions for meeting close or another time).
Preparatory information should be distributed
prior to meeting. Confine member reports to a
predetermined amount of time
 Meeting Summary
 The facilitator should summarize the meeting
results, any required actions and related
timelines/deadlines
FACILITATION
 Establish the meeting type (see left)
 Arrange meeting (Outlook) and communicate
appropriate details to attendees (purpose, time, date,
location, attendee preparation)
 Prepare appropriate room size, technical needs,
handouts, room temperature, refreshments, etc.
 Explain meeting protocols (questions, member
timelines, bathroom/refreshment breaks, hand phones)
 Ensure all members are introduced
 State meeting timelines and adhere to them
 Allow one person to speak at a time
 Redirect stray conversations back to meeting agenda
 Post topics (on a whiteboard) that warrant a separate
meeting or discussion and follow-up
 Summarize meeting action items, identify who is
responsible and any related timelines – disseminate
summary by email if necessary
Tips

POWERPOINT
 Is my presentation succinct, organized and easy to
understand?
 Do I use an appropriate template and style
(formal/informal)?
 Do I use consistent formatting (bullets, font size)?
 Do I use appropriate words and phrases?
 Do I use graphics appropriately (charts, pictures, etc.)?
 Are text and graphics appropriately sized and
consistently located
 Do I use spell check?
 Are key points highlighted or summarized?
 Are acronyms defined the first time they are used?
 Do I give correct credit or references to information
where due?
PRESENTOR
 Do I know my audience?
 Do I project confidence?
 Do I read the PowerPoint or do I speak to the
audience? (hint: speaking is best)
 Do I prepare my audience by summarizing what will
happen during the presentation (ex. who I am,
introductions, presentation purpose, formal/informal,
interaction, handouts, meeting duration time, bathroom
breaks, refreshments, etc.)
 Am I interactive with my audience (ex. ask questions?)
and do I speak clearly and slowly?
 Do I use appropriate body language, eye contact and
gestures?
 Do I stay on time?
 Do I close with a summary?
 Do I close the presentation with an opportunity for the
audience to learn more (email questions, make the
presentation available to them, etc.)?
Meetings EmailsPresentations Telephone Tips

INTRODUCTION
 Do I understand the context, intent and the type of
email?
 Am I aware of the organizational impacts?
 Do I include the appropriate people and understand
their role and relevancy to the topic?
- "To" (main recipient and persons for action related
items)
- "Cc" (copied for awareness, but with the
opportunity to provide input)
BODY
 Am I clear, concise and only include relevant
information (no unnecessary details)?
 Do I summarize the email, when forwarding to others?
 Do I communicate what actions will happen, by whom,
and any related timelines?
 Do I anticipate questions? (ex. will my email create
more questions than it answers)
 Do I utilize formatting tools (i.e., bullets, fonts, size,
color) and spell check?
 Do I define acronyms and/or slang?
TIPS
 If an email is tense or unclear break the cycle of send
and respond – pick up a phone
 If an email generates emotion, read again; reassess
the message
 Avoid “Flaming” (strong emotions or opinions in email)
– pick up a phone
 Send important emails only when you have had time to
clearly think about the content and message (allow
one day to think about it)
 Printing a draft can be very helpful and easier to
review
 Understand the context, organizational awareness
(audience) and purpose of your email
 Is the email organized in a way you would like to
receive it, if it came from someone else?
 Emails are a permanent record (regardless if you
delete)
 When you are wrong, promptly admit it

PLANNED
 Determine the need for a call (versus in-person or
email)
 Know what you want to accomplish
(results/objectives), through the call
 Arrange call with recipient by email and list:
 convenient time
 who will call
 call attendees
 agenda
 objective or desired results
 Conduct call and do not allow other distractions
 Forward information (email) to recipients PRIOR to call
if it will help their understanding of important topics
 Follow up and arrange another time to discuss
unplanned topics that arise from the call
UNPLANNED
 Identify self/caller and purpose of call
 Accept call or reschedule for a later time
 Seek complete understanding of conversation topics
 Summarize follow-up actions for topics and related
timelines
 Recap conversation by email (bullet points), if
necessary

BOOKMARK THESE HELPFUL WEBSITE LINKS
 Meeting Facilitation Tips: http://www.facilitate.com/Facilitation10Tips.html
 On-Line Dictionary: http://www.hyperdictionary.com/
 PowerPoint Presentation Tips: http://www.iupui.edu/~webtrain/tutorials/powerpoint2000_basics.html
 Sample Business Letters: http://www.4hb.com/letters/
 Email Netiquette: http://www.library.yale.edu/training/netiquette/
 Negotiation Tips: http://www.beyondintractability.org/essay/negotiation/

Communication Best Practices

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Viewers also liked

Viewers also liked (20)

Similar to Communication Best Practices

Similar to Communication Best Practices (20)

Communication Best Practices