CCWS_Professional Communication Etiquette

Professional

Communication

Etiquette: Cell Phones, Emails & Texts, Oh My!

Marketing

Daniel Sloan Marketing Specialist

Trident University International

Center for Career &

Workforce Strategies

Tanya White-Earnest Director

TUI Center for Career & Workforce Strategies

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Contact

Information

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Presented by Tanya White-Earnest

Webinar

Wednesday

Agenda

Discuss professional etiquette tips to help you reach out to employers Provide an overview of what works, and what doesn’t, in professional communication Share the expectations of recruiters, hiring managers and HR professionals

In today’s webinar we will:

POLL

Absolutely – I do it all the time

Maybe once or twice

I didn’t know it was allowed

I’d rather send an email

Are you serious? I don’t even text

my friends.

Have you ever sent a text to a hiring

manager or recruiter?

Reaching Out to

Communicate

TEXTING

Professional Communication


Etiquette

60% of recruiters use text

98% of text messages are

opened

HR Managers text interview schedules, reminders, updates, instructions

Phone tag is eliminated/

spam filters avoided

Digital trail can be

referred to later

30% of U.S. households

do not have landlines

A level of formality and professionalism is expected

90% of text messages are replied to within 3 minutes

TEXT TALK

• Communication is a big part of our day-to-day lives and in the work environment it has to be just that – professional.

• Text talk or social media abbreviations do not belong in your job search materials.

• If you’re truly serious about your search for employment, you must be professional in every aspect of your efforts.

From Social-Hire.com

TEXT TALK IS

INAPPROPRIATE

“Professional written communication, including your resume, cover letters, emails and online application forms, are not the appropriate forums for text talk.”

• Does ur ad close 2mor?

• I wld like the chance to meet u in person 4 a i/v :-0

• I’m a grad w 1 yr caz work exp

• I am avail a/t 4 interview

• I need to find WRK …

• You can CM on the numbers listed at the top

• FYI, also completed a grp project at Uni on same

From Social-Hire.com

Do Not Use emoticons in your

text messages (or emails) no

matter how tempting!

Candidates can mistakenly take

texting too far – corresponding

via text and sending thank you

notes following interviews.

Texting is open to

misinterpretation

Texting removes the human

element – no visual, auditory or

facial cues, body language or

voice

TELEPHONE Professional Communication


Etiquette

• Who is this message from?

• Why is this person calling?

• Who are they calling?

• What information do they need?

• What incentive are they leaving to

received a call back?

SAMPLE:

The Importance of listening Take notes if you can

Don’t interrupt

Repeat/rephrase/summarize

Clarify next steps and expectations

How to Speak Clearly Sit or stand up straight

Smile (if appropriate)

Speak directly into the phone

Speak slowly when leaving a message

Carrying On A Conversation Identify yourself at the outset of call

Focus on the call, not distractions

Don’t eat or drink while conversing

Show interest in what they are saying

Conversation Structure (call/message) Greeting/Introduction Reason for call Information Summary Good Bye

Good to Know: If using your personal phone for professional communication, ringtone and greeting should be appropriate. “Yo, leave a message” or “You know what to do” is not an appropriate VM greeting, Blurred Lines isn’t the best song to greet recruiters

Leaving a Message?

Tell them who you are

Tell them why you are calling

Tell them how to contact you

Tell them

Be Prepared for

the Conversation Plan – or perhaps practice - what you are going to say

Watch your vocal tone (smile on the phone, when appropriate)

Let them know who is

calling

Leave contact information

on VM , even if you think

they already have it

Turn your phone off in the interview or other professional settings where not appropriate

You can only use your voice, so make it work for

you

Have your phone prepared to accept

professional calls – greetings and ring tones

NEVER ASSUME OTHERS KNOW WHO

YOU ARE AND WHAT YOU WANT!

Answer your phone in an

appropriate tone and with

appropriate language

Never leave the

conversation without saying

“good bye”

Take Away #1

Take Away #2

Take Away #3

Take Away #4

Take Away #5

EMAIL Professional Communication


Etiquette

EMAIL

When You RECEIVE an email: Don’t just skim – read Reply appropriately Address each point as appropriate Don’t use slang or abbreviations If you won’t be available at certain times, use your out of office or vacation auto responder (even personal emails have this feature)

• Email is NOT Texting

• Do not send “text emails” from your phone. If you use your phone, take time to compose a real email

• Texting is generally not appropriate to initiate in professional interactions (job search), use email instead.

Picture Credit: TheLadyLike.com


Etiquette

EMAIL DON’T

EMAIL

RESPONSE

DON’T

Have an email signature – Include contact information

Cover letter is body of email

when applying for a job – Cover letter should not be

attachment

Address to a person whenever

possible – Use company website or LinkedIn or

Google, etc. to find information

Ensure you have a subject line – Get attention

Avoid spam folder

Samples

Subject Lines: (Job Search) Communications Director Position Marketing Associate Position/ Your Name

Signature: First Name Last Name Email Address Phone Cell Linkedin Profile (optional)

General Salutations: Dear Hiring Manager To Whom It May Concern Dear Human Resources Manager Dear Sir or Madam Dear Company Name Recruiter

Not Sure of Gender: Dear Sydney Jones

Dear Taylor Smith

Conclusion: Mention attachments Thank them for reading Indicate how you will follow up

Spell Check, Grammar Check: NEVER send

without proofing. Send a test message to

yourself to check formatting

Check the spelling of the recipients name

and ensure it is correct: especially if you are

responding to their email – there is no

excuse. Internally – no excuses!

Use an APPROPRIATE email address.

“HotSexyMamma@hotmail” or

[email protected] is not

appropriate. Use Your Name!

Be clear and concise in your

communication: State your

purpose and expectation

Give enough information to

Make sure they know how

to contact you and check

your email regularly, even

the spam folder!

Take Away #1

Take Away #2

Take Away #3

Take Away #4

Take Away #5


SOCIAL MEDIA Professional Communication


Etiquette

Communicating

Through Social

Media Make a connection

Build a relationship

Be sure you’re qualified

Patience is key

Make sure your profile is up

to date and effective

Connecting On

Social Media

• According to Undercover Recruiter.com –

– Don’t contact recruiters or HR on multiple sites – choose one and

– “Don’t bombard them with messages and requests. Reaching out through multiple platforms will only annoy recruiters, placing you on their stalker list instead of their list of qualified candidates.”

Questions

Upcoming

Webinars

Don’t forget to mark your calendar for other upcoming Center for Career and Workforce Strategies events including:

• April 27, 2016 – Social Media – Daniel Sloan

• May 11, 2016 – Career Search in the 21st Century – Dr. Bruce Gilles

Connect with CCWS

• Call us at:

714-816-0366 extension: 1943

• Email us at:

[email protected]


Thank You!

We appreciate you joining us today for:

Professional Communication Etiquette – Cellphones, Emails, and Texts, Oh My!

We hope you enjoyed and learned something new from the session Watch for the email containing the link to the recording and the Slideshare for today’s webinar Please be sure to leave your comments and suggestions as you log out See you next time!

Thank You For Attending