using technology to improve communication

USING TECHNOLOGY TO IMPROVE COMMUNICATION

Computers

•Used to create, store and manipulate data.

Fax Machines

•Used to send and receive documents from a variety of sources when an electronic copy is not available.

Objectives:

1. Identify appropriate uses of various technologies and tools to improve communication.

2. Use voice mail effectively.3. Use word processing software features to

improve your writing.4. Use editing and proofreading techniques to

improve your writing.5. Identify appropriate uses for electronic mail.6. Create and send e-mail messages.

7. Use proper e-mail etiquette.8. Identify and use various features of e-mail.9. Identify ways to manage e-mail communication.

Scanners

•Allow individuals and companies to preserve electronically what originally were hard copy documents.

•Allow a person to capture an image of an object or of a hard copy document and then save it to a computer for printing or further manipulation of the image.

•Used for copying documents.

Personal Digital Assistants (PDAs)•Help organize and access information; used to

store, retrieve, display, and communicate information.

•Appointments, phone numbers, addresses, and notes are easily accessible.

Voice Mail

•Eliminates the necessity of repeatedly trying to reach someone by phone because a message can be left for the individual to return the call when he or she receives the message.

• Its effective use has two parts: (1) recording an appropriate greeting on your voice mail and (2) leaving an effective message on someone else’s voice mail.

Recording Your Voice Mail Greeting•Record a greeting that includes your name and

your company name.•Request that the caller leave his or her name,

number, and a brief description of the purpose of the call.

•Add you will return the call later.•You may add a line indicating another individual

to call.•Be sure to update your recording if you will not

be available for a period of time.

Example:

This is Abigail Newhouse. Marketing Director, New Horizons Designs. I am unavailable to take your call this time. If you will leave your name and phone number, I will return your call. Thank you.

Leaving a Voice Mail Message

•Leave your name and phone number at the beginning and end of the message.

•Speak clearly and slowly.• Indicate the reason for your call.•Keep messages short and simple – be concise

and complete.

Developing E-Mail

Messages

Make E-Mails Short and Concise

E-mails should be limited to one topic and one screen.

Put the most important information at the beginning of the e-mail.

E-mail messages are brief but must be complete.

Take extra careful in communicating internally- sentences, grammar, punctuation, spelling, and even tone.

Avoid Flaming

Flame is an e-mail version of verbal attack. An email flame is a hostile message that is blunt, rude, insensitive, or obscene.

One flame can start an online flame war, involving numerous people transmitting angry electronic messages back and forth.

Avoid Abbreviation and Symbols

FYI (for you information), WRT ( with respect to), and BTW ( by the way) may be acceptable.

Avoid lengthier abbreviations such as TNSTAAFL (there’s no such thing as a free lunch) , ROTFL (rolling on the floor laughing)

Avoid the use of facial symbols known as emoticons because they are not appropriate in business writing and should not be used. They should be used only in very informal situations where you know the receiver extremely well.

Understanding that E-Mail is not Confidential

As a guideline, do not put in e-mail anything that would not:

• Want to be printed in tomorrow’s paper• Say to someone’s face• Want your employer to see• Want your family to see• Want in your personal file

Understanding E-mail Policies

• Be knowledgeable about you company’s e-mail policies.

• Employees are not engage in spamming- the sending of announcements in a shotgun manner.

• Creating chain letters and junk e-mails are not appropriate within the business environment.

• It is important that you understand and abide by company policies.

Responding to E-mails

Respond in a timely manner

Use the reply key to respond to the message

Start a new e-mail

Use e-mail threads

Respond to a series of questions

*Technology for Communicating Electronically

E-mail is a system for sending messages from one individual to another via telecommunications links between computers or terminals.

*E-mail changes the way the way message is delivered, but doesn’t change the message

*Message sent via e-mail are usually considered to be less formal than other communications, such as letters and memos

*E-mail is the most informal method of business communication

*E-mail is effective when used:*To exchange ideas

*To place orders or requests

*To provide concise information

*To leave message when people are not available by phone

*To keep in touch with coworkers and customers

*To do routine task

*To communicate informally on routine matters

*E-mail should not be used:*To avoid confrontation or uncomfortable

situation

*To make negative comments

*To discipline an individual

*To send long, complex information

*To disclose confidential information without authorization

*To discuss personal, confidential, or sensitive issues

*To respond to someone when you are angry or upset

TO: Miles Weatherby

FROM: Sara Jacobs

SUBJECT: Unit Plans Due October 30

Hi Miles:

Your Unit Plans are due on October 30. Please submit both a hard copy and an electronic copy to me. The forms to be used were e-mailed to you on Wednesday, October 8

On Friday, November 10, we will be meeting as a department to discuss all plans. More information regarding this meeting will be sent later.

Sara

*Address

*Be sure to check the accuracy of the e-mail addresses of the people to whom you are writing.

*Cc feature allows you to send a copy of the e-mail to other individuals

*Bc feature allows you to send a “blind copy” to an individual

*Send only to those who have a need for the information

*Subject Line

*The subject line should be clear, informative, and concise and should identify the purpose of the e-mail.

*Greeting

*Greetings do make your message more personal

*Depending on your audience and situation, you may choose a formal or informal greeting

*Paragraphs

*Paragraphs should be short- 3 to 4 lines.

*Also, remember to double space between paragraphs

*Body

*The body of the message resembles the format for the memo.

*Each e-mail should consist of just one topic and should be limited to one screen in length

*closing

*You should double space after the last line of the last paragraph and key in your name

*Signature Block

Jackson Witherspoon

Director of Innovations

Starworld, Inc.

Phone: 822-555-2374

Fax: 822-555-8231

jwitherspoon@starworld.com

Technology for Improving Your

Writing

Spelling and Grammar checkers-actually correct some spelling errors automatically.

Thesaurus-assists you as you try to think of that “right” word by offering synonyms words that have the same or nearly the same meaning.

Outlining Features-in software programs allow you to organize your ideas quickly into a logical sequence.

Using software features and Tools

Editing-requires looking at a written communication critically to see if revisiting the content or the way organized will improved it.

Proofreading-requires checking the final copy to make sure it is free from any errors.

Taking Responsibility for errors