Electronic communicationsppt

Angela McClellan

Michelle Hammitt

Tina Penn

ELECTRONIC COMMUNICATIONS

Telecommunication Basics:o With increasing technology in the workplace, the

proper use of electronic communication tools, devices, and equipment becomes increasingly important.

o Common communication tools include: computers, tablets, cellular phones, software, internet, and even email.

o Sometimes companies give these tools to employees free of charge, but any emails, text, calls, or even the web pages pulled up on these devices become company property. These items should only be used for company business, and nothing more.

Telecommunication Basics:(Continued)

o Many organizations have rules about the use of company technology regarding liability, privacy, and potential misconduct.

o You should only use or utilize the electronic devices at appropriate times. If misused in any way you could be held liable, and even lose your job.

o You should always use good computer hygiene, also. You should routinely scan your equipment to check for viruses, cookies, and other malicious coding that can be potentially harmful to not only your technology, but the company too.

o You should regularly back up documents for preservation should a storage device fail.

Business E-mailo Proper e-mail will follow a memo formato Always use the subject line. Subject needs to be clear and

concise. Avoid using “urgent” or “important” as the subject.

o Use proper grammar and punctuation. Spellcheck is there for a reason.

o Never send an e-mail that is typed in all capital letters. It is considered rude.

o Keep in mind all email transmitted on a business network belongs to the business.

o E-mail in the workplace should be used for business purposes only.

o Mobile devices can be handy in the workplace.

o Only use your mobile device during business for business.

o When your device is not needed, silence it and put it away.

Phone Etiquette in the Work Place

o Important phone calls occasionally will need to be answered. Make sure it is okay with your boss, and excuse yourself from the room to take the call in private.

o It is not polite to take a call while in a face to face conversation with someone. This implies to that individual that they are not important.

o If texting is approved for business use, do not use slang. Proper grammar should always be used.

Phone Etiquette in the Work Place:(Continued)

Social Mediao Companies use social media tools such as Facebook,

video/photo file sharing, blogs, and micro-blogs for marketing purposes.

o Using these sites to vent about an irate customer, coworker, or administrator online is not appropriate or professional.

o When employees share information on this site it is considered that they are divulging company information, confidential or competitive information.

o Regardless of company policy it is never acceptable to speak poorly of the company, employees, vendors, and customers in all social media communications.

Social Media:(Continued)

o Most companies are moving away from using email as the primary means of communicating, they are now using instant messaging, wikis, blogs, and brief electronic messages.

o IM is only to be used for brief conversations. Not to be used when you see a coworker online. This is known to be unacceptable.

o While it is perfectly common and acceptable to utilize social media tools for personal reasons, remember to maintain a positive and professional online image.

o If you have any negative photos, videos, blogs, or other information that reflect poorly on you, have them removed. Maintaining a professional electronic personality by utilizing a professional voice mail message and e-mail address.

Teleconferencing:

o A teleconference is also an interactive communication; however, it connects participants through the telephone without the opportunity of visually seeing all participants.

o When participating in a video conference, a computer, a web cam, and a reliable Internet connection are needed.

o An individual participating in a teleconference requires a reliable phone line and a quiet location.

o When taking part in a video or teleconference, the participant will receive a designated time and specific instructions on how to establish connection.

o The participants in the meeting should prepare themselves as though it were a face-to-face meeting.

o Plan ahead, dress professionally, Maintain a professional environment, speak to the camera, focus on the web cam as if you were speaking directly to the other participants, without interrupting or distracting others, feel free to ask questions, take notes, use hand gestures, avoid distracting noises, turn off any music or distracting noises, and do not eat or drink during the meeting.

Teleconferencing: (Continued)

Do’s Involving Electronic Communications in the Workplace

o DO Utilize company technology tools only for company business

o DO practice good computer hygiene by routinely backing up documents

o DO recognize the appropriate time and place for workplace technologies

o DO demonstrate professionalism in business e-mail and texts

o DO practice good meeting habits in video conferencing and teleconferencing

Don’ts Involving Electronic Communications in the Workplace

o Don’t violate your company’s technology- use policyo Don’t forget to routinely scan your computer for

viruses and other malicious softwareo Don’t allow technology to distract from business

matterso Don’t become addicted to workplace technologies by

sharing inappropriate messageso Don’t let the fact of not being face-to face in a video

or teleconference interfere with practicing professionalism

Following these simple rules will keep you safe while using electronic communications in the workplace.