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5.01 PowerPoint. Objective 5.01 Understand appropriate business etiquette and business communication. Business Etiquette. What Is Etiquette?. The set of: Rules Forms Practices established for behavior in a polite society or in official or professional life. Business Etiquette. - PowerPoint PPT Presentation

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Unit C Career Preparation & Readiness

5.01 PowerPointObjective 5.01 Understand appropriate business etiquette and business communication.1Business Etiquette

2What Is Etiquette?The set of: Rules FormsPractices established for behavior in a polite society or in official or professional life

3Business EtiquetteThe rules of good workplace manners For example: Listening without interrupting the speaker.

4Ways to Show Proper Etiquette In the Workplace Show up for work on time everydayBe dependable, honest, trustworthyListen without interruptingBe energetic and enthusiastic

5Internet EtiquetteNetiquette describes good Internet behavior. These rules should be the same behavior you follow in real life. visit: - http://www.albion.com/netiquette/corerules.html for more details6(Electronic Mail) Email EtiquetteEmail is now the most common method of communication for many businesses.

7Email Etiquette TipsUse good manners when writing email messages as the email you send is a reflection of you and your company.Use correct spelling.Keep your message short.DO NOT USE ALL CAPS! It looks like you are yelling.

8Email Etiquette Tips cont.Keep the tone appropriate to the situation. If writing a personal note, feel free to use :-) happy faces or :-( sad faces. Never send prank email. (Remember that your return address is automatically included in all correspondence.) 9Proper Etiquette Tips - PosturePosture the way you:SitStandWalkTurn your headTells a lot about you!

10Proper Etiquette Tips - Voice/SpeechInflect your voiceUse proper diction to express yourselfUse appropriate body language and gesturesMaintain eye contact with audience

11Did you know that Business Etiquette differs from one country to the next?What is considered acceptable social behavior and manners in one country may be unacceptable in another country.12Compare Differences in Business Etiquette Around the World United StatesReceiving a gift from a business partner could be seen as a bribe.JapanIt is polite to refuse a gift once or twice before accepting it.

13Compare Differences in Business Etiquette Around the WorldIndia Before getting down to business in India it is customary to have tea.MexicoThrowing documents on a table during a meeting is an insult.

14Effective & Appropriate Business Communication

5.01 PowerPoint Part II15What is Communication?The exchange of information between sender and receiver. Without a sender and a receiver there is no communication.

SenderReceiver16Communication SkillsBasic skills are tools for getting information and sharing ideas. These skills are:SpeakingListeningReading andWriting

17Speaking Speaking is important; when you speak, you want your listeners to get your point.You need to have a clear idea of your:Purpose goal/reason for speakingAudience the person or group to whom you are speaking. Subject Your main topic or key idea when you speak.18Tips For Good Speaking HabitsConnect With Your Audience Make eye contact with your listeners.Address people by name if possibleMatch Your Body Language to Your Message Check your Posture and facial expressionsUse appropriate gestures

19Tips For Good Speaking HabitsAvoid Non-words such as uh and umStress Key Ideas With Inflectioni.e. The pitch or loudness of your voice.Use Correct PronunciationPractice EnunciationBe Enthusiastic and Positive

20ListeningListening is the other side of speaking. We have to practice listening to become effective at it. There are two types of listening:Active ListeningPassive or Taking Notes

21Active ListeningSigns of Active Listening include:Responding with full attention.Focus on main ideas being communicated.Use body language and facial expressions to respond sit up straight, lean forward, smile, or nod22Listening In The WorkplaceListening is one of the main activities in the workplace. Here are some listening skills you can practice in the classroom that will benefit you on the job.

23Workplace Listening Skills Jot down summaries in your own wordsFocus on key words and main ideas (do not try to write down everything)Note actions you need to takeUse bullets (), asterisks (*), and arrows () to show ideas that are related or connected.

24Workplace Listening SkillsReview your notes fairly soon after you take them to be sure you understand the information.If you cant take written notes, make mental notes of important points.

25Reading and WritingIs there a day that goes by in school without reading and writing? Reading and writing are very important basic skills needed in school and in the workplace.

26Reading TechniquesPreview read only the parts of a written work that outline or summarize its content. The table of contents is a good example of an outline.Skimming When you read through a book or document quickly, pick out main ideas and key points.Context Clues are hints about the meaning of unfamiliar words or phrases provided by the words surrounding them.

27Writing TechniquesOrganize your writing write an outline of what you have to say.Watch your tone Keep your audience in mind.Proofread Use Spell Checker to check for spelling and grammar errors. Have someone check your work with you for any errors. Edit your work make changes to your work until your message is clear.Much of the advice for speaking well also applies to writing well (review slides #21-23).28Common Forms Of Business WritingMemorandums (Memos) used to communicate with others in the same office (Interoffice Memos) or with people outside the office who work closely with them. Memos are usually:brief focus on a limited topicinformal in tone

29MemorandumsIn the office today, printed memos are seldom used.Memos today are primarily either:Keyed in the body of an email messageSent as an attachment to an email message30Sample Memorandum (Memo) 6X

TO:All StudentsFROM:Your TeacherDATE:December 1, 200-SUBJECT:MEMORANDUMSMemorandums, commonly called Memos for short are used in many businesspeople to communicate with others in the same office. This form of communication is called Interoffice Memos. Businesspeople also send memos to people outside the office who work closely with them. Memos are usually brief and focus on a limited topic. They are often fairly informal in tone.Words such as TO: FROM: DATE: SUBJECT: in a memo are called Headings or Guide Words. A colon follows each heading and they are usually keyed in Double Spaced Lines (DS). Be sure set your margins as follows: Top margin two (2) inches and all other margins one (1) inch. Thank you.yt (Reference Initials of the FROM person. Key in lower case)BodyHeadings or Guide Words Key in ALL CAPS, a COLON after each one then tab once or twice. DS between Headings.TM: 2 inchesBM, LM, RM 1 inchSS within paragraphsDS between paragraphs.31Electronic Mail EmailThe most common form of business communications to is email. Email is also the fastest way to communicate with other people.

32Business LettersA formal method used to communicate with people outside the office such as:Customers people who buy products from and/or use the services the business provides.Suppliers people and other businesses that supply the goods for another business. Business letters are usually printed on company letterhead or stationery

33Sample Business Letter T& M Office Supplies23 Main Street*Anytown* NC 27573Tele: 339-555-2222**Fax: 336-553-2223**E-Mail: jonesm@t&m.comDecember 1, 200-

Mary JonesManager, Paper R Us40 Paper R Us Drive,Paper Town, NC 27707

Dear Mary Jones,

Thank you for sending us samples of your newest style of Post It. We like what we see and are interested placing an order however, we want to clarify the following information: 1). How many Post It is in box? 2). How many different colors can customers get in one box? As soon as we receive a reply from you will will place an order.

Should you have any questions please feel free to contact me via any of the communications methods listed above. I look forward to hearing from you very soon.

Again, thank you for the new Post It sample.

Sincerely,

Mary Jones, Manager

Enclosure notation

Complimentary Close. QS after keyingWriters keyed name follows space for writers handwritten signature. DS then key Enclosure BodyInside or Letter addressKey current date then QSBusiness letterhead (Return address)TM 1.5-2 depending on length of the letterLM, RM, & BM = 134ReportsPurpose Address a topic at length. A possible new project or An ongoing project.Reports also describe the results of research.Key the title centered, in all caps two (2) inches from the top, QS after the titleKey th body in DS35