HC1021: Interpersonal and E-communication

Lecture 3: Communicating Electronically

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Topics be Master
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▪ Appropriate use of technology.

▪ Guidelines for preparing and effective use of email.

▪ Instant and text messaging.

▪ Web page communication and social media (weblog,

wikis, podcast and social networks).
▪ Voice and wireless communication.
▪ Guidelines for effective voice mail communication.

Applied Business Statistics for Managers Holmes Institute

 LEARNING
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1 Discuss the effective use of email, instant

messaging, and text messaging in business
communication
2 Explain principles for writing effectively for the
Web
3 Discuss the effective use of voice and wireless
technologies in business communication
4 Consider ethical and legal implications
associated with the use of communication
technology

HC1021 Interpersonal & E-Communication

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 Advantages
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• Facilitates fast, convenient flow of information among users

at various locations and time zones

• Increases efficiency

• Reduces costs

• Reduces wastage of paper

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 Effective
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• Netiquette: Buzzword for proper behavior on the Internet

• Guidelines
• Check mail promptly
• Avoid email overload
• Selective usage of email
• Avoid mood influences when sending messages
• Exercise caution against email viruses and hoaxes

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 Instant
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• Real-time email technology that blends email with

conversation
• Online senders and receivers can type messages
which they can see immediately

• Allows the sender to know when someone is available

to respond immediately

• Available for free and requires no special hardware or

training

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 TexttoMessaging
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• Refinement of computer instant messaging

• Viable alternative to phone calls for those with hearing

impairments

• Considered a social communication tool

• Cultural and economic factors contribute to its advancement

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 Electronic
Click Messages
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title style the Law

• U.S. courts have established the right of companies to

monitor the electronic mail of an employee

• Employers need to provide a legitimate business reason to

avoid:
• Liability imposed by the Electronic Communications
Privacy Act (ECPA)

• Abide by copyright laws at all costs

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 Electronic
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• Employees must be taught to:

• Avoid writing loose, rude, and casual messages

• Avoid carelessly deleting messages

• Take time identifying and organizing relevant

messages for quick retrieval

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 Social
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• Enables people to connect online and have a

conversation
• Web 2.0
• Encourages online interaction
• Enables people to participate on the Web
• Enables users to generate their own content
• Tehnologies include:
• Blogs
• Wikis
• Video
• Social networking sites

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 Weblogs
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• Online journal authored by an individual

• Restrict visitors from changing original material
• Allow for addition of comments
• Dynamic in nature
• The publishing software deals with formatting layout and
creating archive pages
• Used in the corporate world
• Commercial publishing
• Marketing
• Knowledge management tool

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 Writing Wikis
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• Collaborative website that hosts the collective work of
many authors

• Permit anyone to edit, delete, or modify content

• Presentation of factual information in a clear, concise,

and neutral language

• Used to encourage flow of ideas within the organization

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 Social
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• Communities of people who share common interests or

activities
• Facebook, LinkedIn, Twitter, and YouTube

• Considerations for social media use

• Honest and ethical communication
• Protection of company’s property and employees’
private information
• Protection of company’s reputation as well as that of
employee’s

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 Guideline
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• Update greetings to reflect the schedule and leave

special announcements

• Leave alternate contact details to help the callers

• Encourage callers to leave detailed messages

• Instruct callers on how to review their message or be

transferred to an operator

• Check the voice mail regularly, and return all voice

messages within 24 hours

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 CelltoPhone
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• Enhances the ability to communicate when away from the

workplace

• Helps salespersons by improving their outreach to clients

• Abuse of it in the workplace causes annoyance and intrusion

• Leads to ineffectiveness and endangers employee safety

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 Cell to
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• Obey company cellphone policies

• Observe wireless-free quiet zones

• Do not publicize company information

• Think safety

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 Appropriate
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title Technology

• Determine the purpose of the message

• Determine whether the information is personal or confidential

• Decide whether positive human relations are sacrificed

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 Future
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• Wireless technology drives most of the significant changes

affecting today’s businesses

• Security of information will be a concern

• Workers may use phones to hold and transmit
confidential information

• Increase in the speed of decision making

• Results in revenue and profits

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 SUMMARY
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• Email - Convenience, ready availability, and ease of use

• The Web - Used for communicating not only with customers

and clients but also with business associates

• Wireless communication systems - Transmits both voice

and data

• Select appropriate channel and technology - Consider the

purpose, confidentiality, and human relation factor of the
message

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 ClickTake
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Aways
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▪ Appropriate use of technology.

▪ Guidelines for preparing and effective use of email.
▪ Instant and text messaging.

▪ Web page communication and social media (weblog,

wikis, podcast and social networks).
▪ Voice and wireless communication.

▪ Guidelines for effective voice mail communication.

Applied Business Statistics for Managers Holmes Institute

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Thank You

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