Basic Communication Tools

Read Transcript

Read Transcript

Specific tools that can be used for communication include landline

telephones, cell phones, smartphones and fax machines. The lines
between the devices are blurring. For example an advanced cell phone
(the smartphone) can contain many of the functions of a computer
including Internet, email, faxing, word processing and more. For this
discussion, each device will be presented as a separate entity.

Landline Telephones

There are many types of telephones, and only you can decide which
type(s) or combinations of types are right for you. Even the standard telephone (landline) that is
installed in your office has many options. You should start with at least one line that is unique to your
business. This line should have the capability to take messages in case it is not answered personally.
Here are some telephone tips:

 It is important to treat the telephone as an important business tool. Record a voice mail
message that indicates when you will return the call and then continually check your voice
mail to return calls promptly.

 Have a separate line for your business phone and your personal phone. Don't have family
members pick up or use the business phone. Get any required extra telephone lines installed
before you start.

 A remote (voice mail) answering system is usually more desirable than using an answering
machine. Voice mail is reliable, reasonable in cost, accessible from anywhere and projects a
more business-like image.

 The need for an 800 number is becoming less important because long-distance rates are
much more affordable.

 Consider using either a wireless or corded headset for both landline phones and cell phones.
It is clearer, safer and you can move about with free arms.

 When leaving phone messages, clearly state your name and Greg Washington
phone number at the beginning and the end of the message. Consultant,
Marketing for
 Be polite in cell phone use! Good business courtesy includes Physicians
avoiding being interrupted by telephone calls when in a meeting
or during a business lunch.
"Look at the Internet as
Cell phones/Mobile Phones an opportunity to create
an electronic brochure."
The cell phone, also called a mobile phone, is used for mobile Read
communications over a cellular network of cell sites. There are
653 PC - wav
numerous plans and carriers. Many carriers have plans tailored for small
businesses including options that bundle popular features and usage 653 Mac - aif
patterns, making them very cost effective. Be sure to ask questions 508KB Real - rm
about your specific needs before selecting a carrier and a plan.
When your usage or needs change, do not hesitate to request information on plans that more closely
meet your new set of requirements. Most cell phone companies allow you to return the phone within
15 to 30 days after activation if you are not happy. Use this time to check if the cell phone has
acceptable reception at your home and work place. Basic cell phones are offered free by many
carriers for a specific length of time, usually two years. But be aware there are hefty fees for canceling
early.

Smartphones

Growth in demand for advanced mobile devices boasting powerful memory, larger screens and open
operating systems has outpaced the rest of the mobile phone market for several years. A smartphone
is a cell phone offering advanced capabilities with computer-like functionality. A smartphone can
incorporate advanced features like e-mail, Internet and e-book reader capabilities and include a full
keyboard or an external keyboard. In other words, a smartphone is a miniature computer that has
phone capability.

Smartphones are also capable of text messaging and may include a camera and video recorder.
Some models are capable of "Push to Talk" which is a feature similar to a walkie-talkie. Outside your
office a smartphone can become a valuable tool for e-mail, web browsing and the ability to review and
edit documents. Several models have global positioning system (GPS) capability and many other
available applications. The most popular are the iPhone, Blackberry, Droid and Google's Nexus One.
Each has different strengths you will need to factor into your business needs.

Video and Web Conferencing

Video conferencing transmits and receives images and voice in real-time. Web conferencing adds
another dimension – it allows you to share documents and applications.

Telepresence takes video and web conferencing to new levels. A telepresence conference room
includes ultra-high-definition video cameras, large screens displaying life-size images, and spatially
discrete audio to create an "in person" experience. Facial expressions for crucial business
discussions and negotiations can be discerned across the "virtual table." Telepresence solutions can
be deployed to support your business’ need from one-on-one conferencing in private offices to
stadium seating for larger meetings.

All these solutions allow you to communicate as if you were face-to-face with customers anywhere in
the world. Time and money that would be spent on traveling can be used to conduct meetings. You
can share documents, make presentations and conduct meetings on short notice. For example,
without leaving your office you can collaborate with employees who work from home or from other
company locations. You can get detailed information on video and web conferencing at:
www.google.com and www.wikipedia.org. At My Own Business, we use www.WebEx.com
conferencing solution from Cisco Systems, Inc.

Social networking sites

A social network is a social structure made of individuals or organizations that are tied together by
common interests, often like a community. Internet-based social networking occurs through a variety
of websites that allow users to share content and interact around similar interests. It has expanded to
include a company's customers, celebrity's fans and a politician's constituents. This has created a
great opportunity for businesses to generate interaction with present and potential customers through
Web-based sites established for that purpose. To be successful requires a steady effort and
participation over time. With an ongoing commitment of effort you can create a niche market through
sites such as MySpace, Facebook and Twitter. A note of caution on Internet social networking: once
you put something out there it's hard to take it back, so you have to be careful.

Online chat tools

Wikipedia describes chat tools best: "Online chat can refer to any kind of communication over the
Internet, but is primarily meant to refer to direct one-on-one chat or text-based group chat using tools
such as instant messengers." It is commonly used in place of email when there is a need to
communicate live. Chat tools can be used both for internal and external communication and can be
placed on a website so customers can talk to a customer service person in real-time. Utilizing chat
tools usually requires a free software download. There are many options available including AOL,
GoogleTalk and Yahoo IM. Features can vary from simple one-on-one messaging to highly developed
tools for group chat, file transfers, video and document collaboration such as WebExConnect.

Fax Machines

The decision must be made as to whether to buy a stand alone fax machine or an "all-in-one" model.
All-in-ones function as a printer, scanner, copier and fax. (Not all models have the fax or scanner
capability). If you plan on sending and receiving lots of faxes you might consider the stand alone. For
less frequent use the all-in-one can cost less. They are also compact and more energy efficient.
Consideration should be given to your budget and your space constraints. Generally, the simpler the
machine, the less problems you will have with it. If your business will rely heavily on faxing, it is
important to get as much memory as possible to speed up the printing of documents.

Some phone vendors can provide you with a fax number that works with your e-mail system.
Receiving a fax works just like it does when the fax is being received by another machine but you
receive it as an attachment to an e-mail. This can be very handy for those who travel on a frequent
basis and are not always near a fax machine. Here are tips:

 Use a cover page that is appropriate for your company. Remember, this is an external
communication that reflects your business and your image.
 Use a separate dedicated phone line for your fax machine.

Computers

Read Transcript

A computer is so affordable that it should be included as a key tool in your business. Computers can
be purchased for a wide range of prices. For basic word processing, e-mail, accounting, and
spreadsheet work you will not require a top-of-the-line computer. While what you buy today may soon
become obsolete, this does not mean that the computer you purchase will not meet your business
requirements for a much longer period of time. The following discussion will focus on the growing
number of options that are available:

 Desktop
 Laptop
 Notebook (or netbook)
 Tablet
 Handheld

Desktops

This is the most common type of computer: one that is set up to operate in your office. The computer
system should include:

 A basic processing unit: either a PC (Personal Computer) or a Macintosh (Apple). PC's are in
more common usage and are lower in cost. Most businesses work in a PC format. However,
 for many users and applications including graphic arts, the Mac enjoys very steadfast
supporters.
 A flat-panel monitor.
 Internet connectivity, a CD/DVD drive and USB ports.
 A printer. Laser printers cost more up front but are less expensive over the long run when
taking printing costs into account. If you have a small space to
work with, consider an all-in-one printer.
 Some type of backup storage should also be considered, such Jane Williams
as a USB Flash Drive, External Hard Drive or a writable CD or La Habra Journal
DVD. Community Newspaper
 An antivirus program is essential. You can purchase one or use "If you cannot go it alone,
a free program; however the free programs will not afford you as consider very carefully if
much security as the paid versions. you really need a
partner."
Laptops
Read
A laptop computer offers portability with many of the features offered by 958 PC - wav
a desktop which make it ideal for meetings or if you travel frequently. 958 Mac - aif
Drawbacks for laptops include: they are higher in price than desktops, 742KB Real - rm
have smaller keyboards and monitors and are subject to theft.
Traditional and wireless printers, keyboards and even the traditional
mouse are options available with laptops. If you travel and need computing capability, it is worth the
extra expense.

Notebooks and Netbooks

Since their recent appearance, netbooks have grown in size and features. At the same time,
notebooks have become smaller and lighter. The result is that for practical purposes we are going to
use the two words interchangeably since there is no longer a significant distinction between them.
They both can be described as rapidly evolving categories of small, light and inexpensive laptop
computers suited for general computing and accessing web-based applications. They are gaining in
popularity especially with students, bloggers, and even some businesses.

While generally less expensive than laptops, manufactures are starting to beef up notebooks, which is
increasing their cost. A caution: their compact size makes them attractive for traveling but if you are
considering one to save on the cost of a laptop, you probably will be getting less memory and many
do not have full applications or compatibility with your other business applications.

Things to keep in mind if getting a desktop, laptop or netbook:

 Get as much capability as you can afford. Laptops are not typically as easy to upgrade as
desktop computers because of the nature of their construction.
 Be sure you get all the features you need when you purchase.
 If you do not normally have access to an electrical outlet, get a laptop or netbook with
extended battery life.
 Keep all documentation, software, and accessories that come with your device.

Tablet Computers

A tablet computer is equipped with a touch screen or stylus rather than a keyboard to operate the
computer. The advantages include using when it is not convenient to use a keyboard and mouse,
recording diagrams and symbols, and easier navigation than a keyboard and mouse or touch pad.
Disadvantages include higher cost, slower input speed and risk of damage to the tablet screen.

Handheld Devices
Handheld computers, or Personal Digital Assistants, are still popular despite the growing sales of
smartphones. There are basically two versions of these units: 1) those using the Palm Pilot operating
system and 2) those using the Microsoft Windows Mobile operating system. These units allow
synchronizing your key organizational elements with your computer. Functions of a PDA and
smartphone have become almost indistinguishable; however PDAs generally perform faster and can
synchronize data to your PC. The capabilities of PDAs are not built around a cell phone whereas a
smartphone is a cell phone with other capabilities built into the phone. More and more features are
being built into these units, integrating them as a powerful tool in the business world.

Software

The software you purchase is key to making your computer productive. The operating system,
whether it is a PC or a Macintosh, should be preloaded onto the system. Many software packages are
often bundled into the system at the time of purchase and some in the form of trial software. At the
bare minimum, you should have the capability to do word processing, spreadsheets and
presentations.

Read Transcript

Additionally, you should consider financial and accounting software that is appropriate for your
business. Keep in mind that many accounting/bookkeeping software packages are not double-entry
systems and care must be taken in making the entries correctly. Keep in mind that home and
professional versions of accounting software may not be compatible or may not be appropriate for
your operating system. Be sure to read specifications before you purchase.

Auxiliary Products

Many products can be used in conjunction with your computer to enhance the functionality and image
of your business. These also require software specifically designed to facilitate its usage.

 Digital Camera - a picture taken by this type of camera can be directly loaded onto your
computer for a variety of uses. Usage ideas include pictures of properties, product catalogs,
pictures accompanying résumés and many more.

Digital cameras come in various shapes and sizes,

but what really sets them apart in price is image
  quality.

 Scanner - when you have a printed copy of something that you would like to include as part of
a digital document, you can create a digital image by scanning the printed copy with this type
of equipment.

 Wireless Transmission - this feature allows you to communicate with other devices equipped
with the same feature. Most office equipment is available in a wireless version and without all
the cords. Ease of set up is appealing and has many productive implications

 Don't overlook the importance of making regular external backups to the individual programs
used in your business. Backups are commonly stored on CD's DVDs, USB Flash Drives and
External Hard Drives. There are also services provided on the Web to facilitate this process.
 Lloyd Totten
Pest Control Service
"Offering good service
and being punctual has
resulted in word-of-mouth
referrals."
Read
1,183 PC - wav
1,183 Mac - aif
917KB Real - rm

The Internet

The Internet has become a very important marketing and communication tool. For example, a new
marketing tool that is a huge benefit to local businesses is the "local" link on search engines. To
demonstrate the power of this tool, please go to a search engine such as Google or Yahoo and enter
"Flower Shops". Then, click on the "local" link at the top of the page and enter your zip code. Presto:
local flower shops will be displayed on a map along with links to their Web sites. Savvy businesses
today are taking advantage of this marketing tool. It can be used at a basic level for e-mail
communication and for research and it can be used at a more comprehensive level as a channel for
selling your products and services.

To get access to the Internet, you need a browser. This is a piece of free software. Microsoft Internet
Explorer and Mozilla Firefox are the two leading browsers.

Now that you have a browser, you need to get access to the Internet. This is done through an Internet
Service Provider (ISP). These providers range in the features that they provide. As with other forms of
communication, there are many plans and prices from which to choose.

How you use the Internet in your business is up to you. Perhaps you are not ready to sell your
products on the Internet, but you are interested in developing a Web site that lets people know what
you do. At the other extreme, you may want to use the Internet as your main sales channel. Just
remember, the basics are still on the ground - you need products and services that people need; you
need to attract people to your Internet site so that they have the option of purchasing these products
and services from you; you need to convince them to buy; you need a place to store your products;
and you need a way to get them to the purchaser.

Session 10 of this course will furnish you with detailed information about the Internet and E-
commerce.

1.

Business Communication
 Without effective communication, even the best business idea will falter. Effective
communication is important for larger businesses who may have offices throughout the
country or perhaps internationally. Even small businesses need to be able to
communicate accurately and quickly with clients, customers and other companies.
Several tools can be used to make business communication more efficient.

Instant Messaging

2. Instant messaging is a type of Internet service that allows two or more people to send
messages instantly to one another using a computer. Many programs are available for
instant messaging, including MSN Messenger, AOL or Kono Live. Some programs are
more suited to social interaction offering humorous graphics, whereas others such as
Kono are designed to meet business needs.

Video Conferencing

3. Meetings no longer need to be held in a central location, with people traveling from
over the country to attend. With video conferencing software, it is possible to
communicate over the Internet face-to-face. More than two people can join the
conference, allowing large meetings to take place virtually. All that is required is for each
person to have a computer with access to the Internet, a webcam, a speaker and a video
conferencing program. There are many programs to choose from, including Skype,
WebEx or Eyejot.

Email

4. Email has changed the way in which businesses communicate. With the fastest
postal mail service, next day was the quickest a letter could arrive at its destination. With
email, a letter is delivered almost instantly to the recipient. Email offers additional
services such as attachments, multiple recipients and the ability to store outgoing emails
for reference. Many email services are available, some of which are free. A few of the
most commonly used email services are Gmail, Live and iMail. Another bonus of email is
that it reduces the need for paper to be produced.

Collaboration Software

5. Collaboration software allows teams to upload documents, spreadsheets and

presentations to the Internet for each other to work on. This is perfect if the group is
spread out over a large geographic area. Each member can download the file, make
changes and then make the revised document available for the others. There are many
collaboration software packages available, including Avaya, Huddle and Novell
GroupWise.

Read more: Effective Business Communication Tools | eHow.com

http://www.ehow.com/list_6455214_effective-business-communication-
tools.html#ixzz16hS91vrv
Outreach - Using Publications and Printed Materials

The many advantages offered by printed publications make them one of the most used
communications tools in outreach campaigns. Publications can reach large audiences with more
targeted, technical and detailed information than that which can be communicated through press
releases advertisements. Publications are handy educational tools that remain with the target
audience for future reference and consultation.

An obvious disadvantage of publications is the cost related to their mailing and printing. Perhaps a
more important disadvantage for publications is that they are only as effective as their distribution.
Appropriate mailing lists and distribution at special events and key locations are essential to the
communications success of publications.