5.01 PowerPoint

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5.01 PowerPoint

• Objective 5.01 Understand appropriate business
  etiquette and business communication.

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• Business Etiquette

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What Is Etiquette?

• The set of
• Rules
• Forms
• Practices
• established for behavior in a polite society or
  in official or professional life

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Business Etiquette

• The rules of good workplace manners For example
  Listening without interrupting the speaker.

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Ways to Show Proper Etiquette In the Workplace

• Show up for work on time everyday
• Be dependable, honest, trustworthy
• Listen without interrupting
• Be energetic and enthusiastic

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Internet Etiquette

• Netiquette describes good Internet behavior.
  These rules should be the same behavior you
  follow in real life.
• visit - http//www.albion.com/netiquette/coreru
  les.html for more details

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(Electronic Mail) Email Etiquette

• Email is now the most common method of
  communication for many businesses.

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Email Etiquette Tips

• Use 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.

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Email 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.)

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Proper Etiquette Tips - Posture

• Posture the way you
• Sit
• Stand
• Walk
• Turn your head
• Tells a lot about you!

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Proper Etiquette Tips - Voice/Speech

• Inflect your voice
• Use proper diction to express yourself
• Use appropriate body language and gestures
• Maintain eye contact with audience

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Did 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.

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Compare Differences in Business Etiquette Around
the World

• United States
• Receiving a gift from a business partner could be
  seen as a bribe.

• Japan
• It is polite to refuse a gift once or twice
  before accepting it.

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Compare Differences in Business Etiquette Around
the World

• India
• Before getting down to business in India it is
  customary to have tea.

• Mexico
• Throwing documents on a table during a meeting is
  an insult.

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5.01 PowerPoint Part II

• Effective Appropriate
• Business Communication

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What is Communication?

• The exchange of information between sender and
  receiver. Without a sender and a receiver there
  is no communication.

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Communication Skills

• Basic skills are tools for getting information
  and sharing ideas. These skills are
• Speaking
• Listening
• Reading and
• Writing

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Speaking

• 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 speaking
• Audience the person or group to whom you are
  speaking.
• Subject Your main topic or key idea when you
  speak.

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Tips For Good Speaking Habits

• Connect With Your Audience
• Make eye contact with your listeners.
• Address people by name if possible
• Match Your Body Language to Your Message
• Check your Posture and facial expressions
• Use appropriate gestures

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Tips For Good Speaking Habits

• Avoid Non-words such as uh and um
• Stress Key Ideas With Inflection
• i.e. The pitch or loudness of your voice.
• Use Correct Pronunciation
• Practice Enunciation
• Be Enthusiastic and Positive

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Listening

• Listening is the other side of speaking.
• We have to practice listening to become effective
  at it. There are two types of listening
• Active Listening
• Passive or Taking Notes

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Active Listening

• Signs 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 nod

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Listening In The Workplace

• Listening 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.

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Workplace Listening Skills

• Jot down summaries in your own words
• Focus on key words and main ideas (do not try to
  write down everything)
• Note actions you need to take
• Use bullets (?), asterisks (), and arrows (?) to
  show ideas that are related or connected.

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Workplace Listening Skills

• Review 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.

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Reading and Writing

• Is 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.

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Reading Techniques

• Preview 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.

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Writing Techniques

• Organize 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).

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Common Forms Of Business Writing

• Memorandums (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 topic
• informal in tone

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Memorandums

• In the office today, printed memos are seldom
  used.
• Memos today are primarily either
• Keyed in the body of an email message
• Sent as an attachment to an email message

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Sample Memorandum (Memo)
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Electronic Mail Email

• The most common form of business communications
  to is email.
• Email is also the fastest way to communicate
  with other people.

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Business Letters

• A 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

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Sample Business Letter

• T M Office Supplies
• 23 Main StreetAnytown NC 27573
• Tele 339-555-2222Fax [phone]E-Mail
  jonesm_at_tm.com
• December 1, 200-
• Mary Jones
• Manager, Paper R Us
• 40 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,

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Reports

• Purpose
• 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 title
• Key th body in DS