Business Communication & Etiquette

How has communication transformed with the use of technology? Share any 2 technological tools you use for efficient communication and how they have helped you contribute more effectively in your organization.

Using technology in communication has become a necessity; it is now a part of our lives. People communicate through emails, faxes, mobile phones, texting services, video conferences, video chat rooms and social media channels. As time goes on, more emerging technologies will change the way we communicate and it will be up to us to embrace them or not. There has been a use of technology in communication both to individuals and businesses.

Impact of Technology on Personal Communication

Technology has changed the way we interact and communicate with other. With the increased use of social based networks, people can create new relationships and also discover old friends. With technology, parents can communicate and keep track of their children. So communication has become easier and cheaper. Few uses of technology towards individuals:

• Text messaging services
• Social networking platforms
• Parental security apps
• Free internet calls
• Use of emails

Transformations in Business Communication

Today, every business uses technology in its own way to reach the media and targeted consumers. Also, businesses have embraced technology by easing communication within companies and among investors and suppliers. Few uses of technology in communication to a business:

• Easy Product Launch
• Product or service surveys
• Social interaction with consumers
• Video Conferencing
• Use of digital networks

Personal Tools for Effective Communication

In conclusion, technology has transformed the way we communicate; it has created a big impact in how businesses interact with consumers and how friends interact with each other. 2 technological tools used by me for effective communication are:

Use of emails- Email in my organization is used for intra-company communications, marketing purposes and coordinating with business partners, suppliers and customers. This is the best and quicker way of decision making & problem solving. It is cost effective. It also helps increasing the efficiency of work.

Bring Your Own Device (BYOD)- It keeps us connection with the company even if we are not sitting at our desk. It also increases our engagement in the workplace and after hours. It enhances our productivity. The company saves lots of money with this. It also increase work satisfaction.

Understanding Communications Audit

Communications audit is a snapshot of an organization’s communication strategies, activities and programs. Provide your opinion on the statement by elaborating on its process and outcome. A communications audit determines both how effective the current communications tools are, including their strengths and weaknesses, and provides recommendations and improvements necessary for our communications plan to work even better. It improves communication within the organization and helps to build trust and commitment among employees. The process for performing communication audit is:

By analyzing the organization’s communications tools- We need a thorough check on key tools such as website, annual report, newsletter, press releases, social media strategy and blog, etc.

Getting Feedback- The auditor will gather and analyze feedback from the key stakeholders through focus groups, surveys, interviews, media coverage and one-on-one conversations with management and staff.

Implement suggestions and adjustments- Based on the feedback received, the communications audit consultant will recommend changes to the current communications strategies as well as additional steps and adjustments that can be made to the communications plan.

We must adjust the organization’s communications plan to the always-changing needs of the stakeholders in order to achieve our objectives. A communications audit is how we will improve our communications practices in the future.

Preparing for a Keynote Address

You have been invited as the Joint Secretary of the Parents Teachers Association to celebrate Teachers Day at your child’s school. Since you are a counselor, you also have to give the key note address for the event. Your child studies at a reputed school which has a legacy of 25 years. Most of the teachers are very senior with vast experience. The school is modern in its outlook towards extra-curricular activities but conventional as well when it concerns academics. At the lunch, you would have the chance to interact with the management, trustees and teachers. You wish to make a great first impression that lasts and also seem confident while addressing such an elite audience.

Apart from preparing the speech, you believe your appearance will make or break the deal. What will you keep in mind while choosing your dress, accessories and make up for the event?

Dressing with Confidence

Dressing with confidence is more than wearing the latest fashion trend, it’s about feeling good about what you’re wearing, looking poised and feeling self-assured in all situations. We can boost our attitude, self-confidence and feel good about what we are wearing if we:

• Knowing the occasion
• Know the audience
• Know the personal style
• Know the effects of color

When we dress with confidence we know we have made the best choice for our self and we feel comfortable in any situation. Our confidence is enhanced when we know that we are dressed appropriately for the situation and our style, we are wearing colors that brighten us on the inside as well as outside and We feel attractive and authentic. Hence, knowing the occasion I would opt for formal western or sober Indian attire with minimal make-up and less accessories.

Building Rapport During Introductions

While meeting and greeting all the dignitaries how will you conduct yourself when you are introducing yourself with an objective to build rapport with them?

• Put your audience first- The key to rapport is getting to know as much as possible about the audience before we start preparing the speech or presentation
• Find opportunities for humor- It is also a way of showing that we are “one of them”.
• Allow for flexibility in our content- Write a speech that will take approximately 80% of the time that has been allocated. Then arrive early and talk to as many people as possible. That way we may pick up stories, examples that we can refer to in our presentation
• First impressions count- As a speaker we are on show from the moment we start meeting our audience: walking into the conference hotel, the board room at work, stepping onto the podium. Dressing appropriately is a given. Most important is being in the mental and physical state which communicates a positive attitude and energy to our audience
• Have a strong opening
• Use stories for emotional connection- Rapport depends on emotional connection and stories are a highly effective way to achieve this. “Make a point. Tell a story. Tell a story. Make a point”.
• Give the audience time
• Have a strong ending- Craft a clear, concise summary of the key message to end on