business communication-email

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* BUSINESS COMMUNICATION AT WORK PLACE

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Page 1: Business communication-email

*BUSINESS COMMUNICATIO

N AT WORK PLACE

Page 2: Business communication-email

Society, business and technology are all dependent on effective communication. Without effective communication there is confusion, dissatisfaction and misunderstandings. In order to operate a business appropriately, one must understand the basics of business communication and its essential role in creating success. Business communication is any form of communication, verbal or nonverbal, that is used to relay a message, promote a product or service or share information.

*business

Page 3: Business communication-email

*E-communication

Page 4: Business communication-email

*emailAmong the various types of communication, email remains

popular in the business world for its efficiency and professionalism. Email reduces expenses and paper clutter, and can be less invasive than phone calls. In addition to its

cost effectiveness and capacity for customization, email communication makes it easy to document business

correspondence without wasting valuable office space. Email can also be an effective marketing tool, and

simplifies interoffice communication.

Page 5: Business communication-email

*Email-communication

Email is widely used as a form of business communication and overall it is a highly effective communication tool.

Email is inexpensive, only requiring an Internet connection that is generally already present in the business.Although a printout of emails is possible, emails often stay as soft copies because archiving and retrieving email communications is easy to do.From the CEO to the janitorial staff and even temporary employees of the business can send and receive email communications.

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SpeedCommunicating by email is almost instantaneous, which can enhance communications by allowing for quick dissemination of information and fast response to customer inquiries. It may also allow for quicker problem-solving and more streamlined business processes. As a result, small business owners can accomplish more in less time.Geographic Barrier ReductionEmail reduces geographic and time zone barriers for businesses. Employees or contractors from around the world can communicate, regardless of their location. Likewise, customers can send sales questions and support requests by email based on their own time zone schedules.Targeted MarketingEmail lets businesses market to targeted audiences. Customers can opt in to receive email communications about products they own, sales or new items. Customers who receive targeted emails based on their preferences are likely to be more receptive. Email marketing can also target customers based on their status with a business. For example, a business can tailor messaging to new customers, existing customers and repeat customers.Lower CostsMoving communications from physical mail to email can result in significant savings in postage costs, shipping supplies and employee resources. Businesses can also decrease customer service support costs by focusing on email customer support options rather than phone-based services.

*advantage

Page 7: Business communication-email

SpeedCommunicating by email is almost instantaneous, which can enhance communications Geographic Barrier ReductionEmail reduces geographic and time zone barriers for businesses.Targeted Marketing Email lets businesses market to targeted audiences. grants control to recipients and senders.Lower Costs Moving communications from physical mail to email can result in significant savings in postage costs.

*The Advantages of Email

Page 8: Business communication-email

2. Only one topic per email messageTo make it easier for recipients (and yourself) to direct messages to different folders and search for them at a later time, try to limit the email to one topic. If you have two or more unrelated issues, consider to send more than one message.. Be sure that the recipient instantly knows who you areWhen writing email to someone who don’t know you, include your name, occupation, and other important information in the first sentences, followed by a statement telling the recipient why you are sending the email.. Be courteous, spare the CAPS, and leave out emotionsIt is a good rule to start with the recipient’s name, and to close the message with a “Regards” or “Best regards”. Include an appropriate signature so the recipient will understand clearly who you are. Add your email address just in case your address will not appear in the “From” field.. Email is for (relatively) short and distinct messagesEmail is a category of communication somewhere in between a telephone call and a letter, and it’s important to consider the time available for the recipient to read long passages of text while checking his/her email.Try to anticipate possible responsesTo avoid many back-and forth of messages when asking for something, give the recipient clear options using “if…then”, “if…so” and “if…not”. That will enable the recipient to reply clearly to your questions, and then it will not be necessary with follow-up questions.

* How to communicate…

Page 9: Business communication-email

Be aware of sobrietyNowadays it is expected that email conform to normal standards for professional correspondance. Unless you know the recipient very well, email is for distribution of facts, or other business-like information. Anyhow, email is not for discussions of someone’s actions or behavior. Review for ambiguity and concisenessYou are wise to review your message before you hit the “Send” button so that misunderstandings and typos are avoided. Check the message for ambiguous statements that could be interpreted the wrong way.. Double-check the recipient addresses, and more address stuffBeware of sending a message to people it isn’t intended for. For instance, make sure you haven’t hit the “Reply all” button when you mean to send reply to the sender only.. Preserve the threadWhen email communication goes back and forth and the subject line is meaningful, it is very easy for all conversation participants, yourself included, to keep track of history and to manage the messages.

* How to communicate….

Page 10: Business communication-email

How to communicate clearly and concisely in

email1. Only one topic per email message

2. Be sure that the recipient instantly knows who you are

3. Be courteous, spare the CAPS, and leave out emotions

4. Email is for (relatively) short and distinct messages

5. Try to anticipate possible responses

6. Review for ambiguity and conciseness

7. Double-check the recipient addresses, and more address stuff

8. Preserve the thread

Page 11: Business communication-email

1) Not everyone has an e-mail account or access to e-mail at all times. 2) E-mail etiquette – no defined standards. Thus, people make up their own styles that can be very confusing. 3) E-mail is not confidential – E-mails can be obtained from central network even if deleted from personal computers. 4) Email is too often used to distribute inappropriate material, such as racial and gender jokes. 5) E-mail is too often used to avoid confrontation and can be easily misinterpreted.

The challenges for using e-mail as communication

Page 12: Business communication-email

*The top five most popular internet activities:

. E-mail and Instant messaging . Web surfing or browsing

. Buying online

. Finding entertainment information . Reading news