Communication in the Workplace Step 6: When networking, job seekers talk to many

people about their skills and experience in

1. Job Searching
conversations.
Steps in Job Searching:
 Networking is focused on meeting people and
Step 1: Job seekers need to identify their skills and building relationships in person. Whether it is
areas of interest. through a cover letter or a short conversation,
job seekers are trying to get an interview for a
Things to ask when looking for a job, you should ask job.
yourself
Step 7: The job interview is the best chance for the
 What am I good at? candidates to show their interest in the job and
 What do I like to do? demonstrate to employers how they are qualified for
 What have I studied? the job.
Your answers to these questions will help you to create  Formal interviews are often in person but can
a clear, professional profile. sometimes be done by telephone or video. In all
Step 2: Create a professional profile. of these interviews, the job seeker needs to be
able to ask and answer questions briefly and
 You write information about your education, clearly.
your past work experience, volunteer
experiences, or special training. Your Job Search Process:
professional profile can also list hobbies or 1. Job seekers begin by identifying their skills and
interests that tell more about you as a person. interests, create a professional profile, and read
After reflecting on skill and creating a profile, it's job descriptions.
time to start looking for a job. There are many 2. After choosing a job, they write a resume and
places to search for jobs online, in newspapers, cover letter to formally apply and request an
and in person. interview.
Step 3: Job seekers will need to read and understand 3. Job seekers often talk to many people casually
the advertisement or job description. in networking events. In a formal job interview,
candidates really present their skills to a future
 Then, decide if their skills match the job employer.
description. 2. Categories of Skills
Step 4: Job seeker moves into the application part of Categories of Skills:
the process. In this part of the process, job seekers
send their information to the employer to apply for a 1. Functional skills - your skills are verbs, things
job. you do. These are your "transferable skills."
They are also called gifts and “natural skills.”
 A person will send a resume and cover letter to
formally apply for a job. Examples: sewing, driving, communicating, motivating,
organizing, planning, memorizing and researching.
Step 5: A resume is a written document of one's
employment, education, and skills. 2. Subject skills - are things you know. Subjects are
fields that you study, like technology or English,
 The cover letter is a formal letter addressed to and information. Subject skills are what you
the employer to introduce the job seeker, show know about and what you are interested in.
qualifications, and ask for an interview. They are often called “your expertise,” or what
 In addition to cover letters, many people use you are an expert in.
networking events as a way to introduce
themselves to future employers. Examples: English, flowers, colors, Microsoft Word,
music and Japanese
 3. Personal trait skills are ways that you act or the Goals should be attainable, or possible to reach. A goal
ways you handle yourself and interact with the is attainable when the steps are planned clearly and you
world. These are developed mostly through have enough time to complete them.
experience. These are adjectives or adverbs. You
 How do you plan to reach your goal?
also call this as “trait skills”
 What steps should you take?
Examples: dependable, responsible, thoughtful and  Is the goal realistic based on where you are
kind. now?

Occupation is like a job because both are very specific. You should set a goal that is a challenge. However, your
It is person's work as a way to earn money. goal should not be impossible.

Example: being a waiter is a job or occupation. R-ELEVANT

If Tom works as a waiter, a bartender, and a restaurant A relevant goal is one that really matters to you and is
manager over 20 years, he can say that he has a career important.’
in the restaurant industry.
• Is it worth the energy?
Career is an occupation or a profession that requires • Is this the right time?
special training and continues over a long period of • Does your career goal fit into your life goals
time. and future plans?
• Is there anything you will need to reach your
 A job application is a written request for
goal that you don't currently have?
employment, usually a specific document to be
completed. T-IMELY
 In the job search process, there are some
A goal should have a clear timeline. This will help keep
actions, or verbs, that are very important.
you focused. Decide when do you want to start working
3. THE SMART SYSTEM on your goal.

S-PECIFIC • Then ask yourself: When should I complete

each step?
Have a specific, clear focus.
4. RESUME VS. CURRICULUM VITAE
For example: make 10 job search calls is very specific.
Curriculum Vitae (CV) is Latin for "course of life." In
“Make some networking connections” is not specific.
contrast, resume is French for "summary." Both CVs &
M-EASURABLE Resumes:

Make sure you have a way to measure your progress. • Are tailored for the specific job/company you
Ask yourself the following questions about your goal: are applying to
• Should represent you as the best qualified
candidate
 How much? • Are used to get you an interview
 How many? • Do not usually include personal interests
 How will I know when it is accomplished? Resume
 Try questions that focus on something that can
be counted. • Emphasize skills
• Used when applying for a position in industry,
For example, your goal might include how much time non-profit, and public sector
you want to spend on a project, how much money you • Is no longer than 2 pages, with an additional
want to make, or how many people you want to connect page for publications and/or poster
with. presentations if highly relevant to the job
A-TTAINABLE
 • After 1 year of industry experience, lead with skills that employers often look for, such as
work experience and place education section technology skills and communication skills. Your
at the or near the end, depending upon resume should also include professional
qualifications accomplishments or activities.

CV For example,

• Emphasizes academic accomplishments If you wrote a book that was published, you should put
• used when applying for positions in academia, that in your resume.
fellowships and grants
1. A great resume is that it gets you an interview.
• Length depends upon experience and includes
Your resume is your first chance to get the
a complete list of publications, posters, and
employer attention. Job seekers want to leave
presentations
the reader with a positive first impression or a
• Always begins with education and can include
good feeling.
name of advisor and dissertation title or
summary (see examples). Also used for If the employer likes what they read they will contact
merit/tenure review and sabbatical leave you to interview for the job.
4.1. Written Resume The interview is your chance to meet the employer in
person and give more details about your qualifications.
What is a Resume?
In summary, a resume is an important document that
A resume is a written document of work experience,
describes your work experience, education and skills.
education, and skills. Resumes are usually only one or
two pages long. And give a short but detailed 3 reasons why you need a great resume:
description of your past job duties and experiences.
Employers often need to read many resumes, so they 1. To get the employer's attention and show you
look for keywords or phrases to decide if they should are a good match..
interview the candidate or not. 2. To communicate your skills
3. To accomplishment and to get an interview.
Why do you need a resume?
Parts of A Resume
Because there's a lot of competition in the job market.
Jobseekers need to create a resume that really shows 1. name and contact details.
their qualifications to an employer. - If an employer wants to contact you to ask you
to come for an interview, here is where they will
A great resume is really important for three main find your full name and information about how
reasons. they can communicate with you, like your email
address or telephone number.
1. A great resume will get the attention of the
2. headline and summary.
employers and show why you are a good match
- This section is where you should write the job
for the job. Employers will read many resumes
you are looking for and then include a summary
from many different applicants. So you need to
of the skills you have. This includes the job title
make sure that your resume clearly stands out
Project Coordinator, and then gives a short
to get the attention of the employer. Remember
summary of her work experience and key skills.
that your qualifications should match the job
3. work experience.
advertisement. If the company is looking for
- Here, you can list the jobs you have worked at in
someone with five years of sales experience,
the past, including your current job, if you have
you should have five years, or more, of sales
one. Current job means what job you have now.
experience, and say that clearly in your resume.
Be sure to list your work experience in reverse
2. A great resume is that it communicates your
chronological order. In other words, list your
strongest skills and accomplishments to a future
most recent job first, the one before that next,
employer. Your resume should highlight the
and so on into the past.
 4. Education - Special Trainings or Seminars
- Here you should include any high school or Attended: (Indicate the title of
college degrees you received and the year you training or seminar, venue and
received them. Be sure to list your work organizer)
- Certifications: (Indicate certificate
experience in reverse chronological order. In
received and its organizer)
other words, list your most recent job first, the
- Awards Received: (eg: Winner of
one before that next, and so on into the past. inter-school competitions, local and
Sample Resume Template: international completion with inclusive
dates and titles)
Write your full name here - Character References: (Give at least
3, indicate their name, position,
contact number and e-mail address)
Cellphone and Landline number
4. RESUME VS. CURRICULUM VITAE
Email address 4.2. Video Resume
Objective: What is a resume video?
to______________________________ A resume video – or video resume! – is
simply a video version of that: a recording
Summary of Skills: (Indicate functional, that outlines a person’s professional
acquired and personal skills in phrase experience and qualifications.
forms )
But it’s more than just transforming your
paper resume into a video format. It’s a way
__________________________________ for you to showcase your personality, create
a great first impression, and emphasize your
____________________________ talent and skills.
______
Just like a paper resume, you need to
____________________________ cover the essentials:
______ - Education
- Experience
Work Experience: (Position, Name of - Interests
Company, Inclusive Dates) And, above all, make sure you answer one
simple question: Why should the employer
Description of Position/Responsibilities hire you?

- (Please start with a verb) If you’re a little uncomfortable in front of a

- Example: organized, managed, etc camera, no problem! Not all video resumes
need to show a candidate talking directly to
Education: (Degree, School, Year a camera. Other styles include:
Graduated)
Animation
White board Video
(Academic Achievements eg. Valedictorian,
Stop Motion
Honorable mention etc may be included in
this section)
Why create a video resume?
Other Activities: A video resume can help you stand out in a
Organizations: (State the name of competitive job market. In a world where
organization and your position in that attention spans are shrinking, video is the
affiliation) perfect way to get your message across
- Community/ Volunteer Experience: succinctly and effectively.
(State the name of community project
and your role)
With studies finding that visuals are to you and will make for a more
processed 60,000x faster than text, a memorable application!
video resume will get your message across
straight away and could pique the interest of 3. Keep it short
a recruiter who has been filtering through - Recruiters are busy people. They have
paper resumes all day. a lot of resumes to get through and
they want to be able to do it as quickly
In addition to that, a video resume is likely to as possible. If you send in a feature-
leave a lasting impression. According to a length biopic about your life so far, it’s
Wyzowl infographic about the power of visual safe to say that they aren’t going to
communication, people remember 10% of watch it in its entirety.
what they hear, 20% of what they read, - According to a study by Wistia, the
and 80% of what they see and do. So, by ideal video length for maximum
watching your resume instead of reading it, viewer engagement is 1-2
recruiters are more likely to remember you minutes, with 90 seconds being
when the time comes to hire a candidate. the sweet spot.

If you’re in a creative industry, particularly 4. Get creative

one that revolves around design and motion - Unfortunately, a video alone is not
graphics, then there’s even more reason for going to make you stand out. Tons of
you to create a video resume. By showing people are making video resumes
potential employers a video that you’ve now, so you need to make yours worth
made, you’re not only presenting them with watching.
your resume but also a piece of work that - Think outside-the-box and get creative
they can use as an example of your talent. when it comes to filming your video.
We’re going to take a look at 3
How to make a video resume: 6 top tips awesome video resumes a little
further down so be sure to watch
If you’ve never made a video resume before those to gain some inspiration!
(or even a video before!) then it can be a
little bit daunting, and you may not know 5. Make it professional
where to start. Here are 6 top tips to help - This might seem like stating the
you along the way. obvious, but your video should be of a
professional quality. Thankfully, most
1. Write a script smartphones these days are capable
- First things first: Do not wing it. To of filming in HD. It’s fine to shoot it (or
ensure your video includes everything animate it) yourself, but make sure
that you need to cover, write a script that the lighting, framing and editing
out first. This will give you time to are akin to that of a video made by a
perfect what you want to say and professional.
phrase everything in the best way. - Also, make sure that your voice can be
- If you’re going to be on camera then heard clearly–whether you’re speaking
it’s also best to memorise the script. directly to the camera or recording a
You don’t want to be reading from it voiceover.
while filming as this could come across
as unprofessional and detract from 6. Collect feedback
how you want to portray yourself to - Before sending your video resume out
potential employers. to employers, ask your family and
friends to critique it. It’s always better
2. Make it relevant to get feedback from others because
- Just like a paper resume, your video they may spot a mistake that you
resume should be specific to the role missed, or they might even suggest a
you are applying for. A generic video fantastic idea that didn’t occur to you.
is unlikely to impress potential
employers, but personalization will 5. Cover Letter
show them how much the role means
 - encourage the reader to read your
What is a Cover Letter? resume
- finish with a call to action (for
A cover letter is a document sent with your example, asking for an interview or a
resume to provide additional information on meeting).
your skills and experience. How long should a cover letter be?

The letter provides detailed information on Keep it short. A cover letter is meant to be a
why you are qualified for the job you are summary of your resume, so don’t write
applying for. Don’t simply repeat what’s on more than one page.
your resume -- rather, include specific
information on why you’re a strong match for What to include in your cover letter?
the employer’s job requirements. Think of
your cover letter as a sales pitch that will 1. Your name and contact details
market your credentials and help you get the
interview. As such, you want to make sure Put your name and contact details at the top
your cover letter makes the best impression of your cover letter. You don't have to give
on the person who is reviewing it. your postal address, but you do need to
include your email and phone number.
A cover letter typically accompanies each Your email address should create a
resume you send out. Employers use cover professional impression. Don't use an email
letters as a way to screen applicants for address like
available jobs and to determine which [email protected].
candidates they would like to interview. If an
employer requires a cover letter, it will be If you don't have a professional email
listed in the job posting. Even if the company address, you can make one with a free email
doesn’t ask for one, you may want to include provider. Make it simple – something that
one anyway. includes your first name and your last name
is a good way to go.
It will show that you have put some extra
effort into your application. 1. Their name and contact details
Under your own name and contact details,
The Different Types of Cover Letters you should include:
There are three general types of cover
letters. Choose a type of letter that matches - the name of the person you're writing
your reason for writing. to
- their position or the name of their
- The application letter which company
responds to a known job opening - their contact details.
- The prospecting letter which If you're having trouble finding this
inquiries about possible positions information, you can call the company to ask
- The networking letter which who you should address your application to.
requests information and assistance in
your job search You can also use ‘To whom it may concern’,
The purpose of a cover letter but it’s best to only use this as a last resort.

When writing a cover letter, you should: 3. The name of the job you're going for
At the start of your cover letter, you need to
- introduce yourself say which job you’re applying for.
- mention the job (or kind of job) you're
applying for (or looking for) You can do this on a line by itself (for
- show that your skills and experience example, ‘Regarding: Application for Stock
match the skills and experience Controller position’).
needed to do the job
You can also do this in the opening
paragraph (for example, ‘I am writing to Try something simple like, ‘I have attached a
apply for the recently advertised Stock copy of my resume. I look forward to hearing
Controller position’.) from you about this job’.

4.A list of your relevant skills What you shouldn’t include in your
Include a brief summary about how your cover letter?
skills and experiences match the job
description. A short bullet list is fine. There are some things that should never be
in your cover letter. Here are some things to
If you're answering a job advertisement, watch out for.
there may be a position description that lists
essential skills and experiences. It may also 1. Typos or mistakes
have a list of ‘desirable’ skills and Always spellcheck your cover letter. It's even
experience. Your cover letter needs to better to get someone else to read it and
respond to all of the items on the ‘essential’ point out any mistakes or confusing things.
list. You should also respond to as many
items as you can on the ‘desirable’ list. People you could ask to read your cover
letter include friends, family members, your
Remember that if you say you have a skill or careers teacher or a careers counsellor at
experience, you need to show how you've your university or TAFE.
used it or how you got it (for example, if you
say you've got child-minding skills, mention Double-check everything in your cover letter.
some jobs where you've used them). If you mention a company's name, make
sure you spell it right. If you mention places
5.A summary of why you're right for the you've worked before, make sure you spell
job their names right, too.
After listing your skills and experience, you
should explain why these mean you're suited
to the job (for example, ‘My ability to get 2. Including your whole resume in your
along with anyone and my experience in cover letter
solving customer problems in a retail setting Don't cut and paste your resume into your
make me ideally suited for this job.’) cover letter. Try to re-word the information in
your resume, rather than just repeating it.
6.Speak their language Keep your cover letter short and let your
Using the same language as people who do a resume tell the whole story.
particular job shows that you understand the
industry or field that the employer works in. 3. Using ‘I’ too much
Try not to over use phrases like ‘I believe’, ‘I
Find out what the employer does, and how have’ and ‘I am’. Remember, it’s not about
they talk about themselves. Use this you – it’s about how you can help the
language in your cover letter. employer.

For example, if there's a tool or software or Once you've written your letter, read over it,
skill the job requires, like machining tools or and try to take out or rewrite as many
cash handling, mention it in your cover letter sentences that start with ‘I’ as you can.
(but make sure you mention it correctly!).
4. Don't mention your other job
Read what to research before a job interview applications
page to find more ways to research an You're probably applying for more than one
employer. job at a time. However, it’s best not to
mention other job applications. Your letter
7.Ask them to contact you should aim to convince the employer that
Your cover letter should finish by asking the you really want this job.
employer to read your resume. It should also
ask them to contact you about an interview.
Even though most employers will assume Pick questions that will demonstrate your interest in the
you're applying for more than one job, you job and the company. This might include commenting
don’t need to mention it. on the news you learned from the company website,
and then asking a question related to it. Also ask
Summary:
questions about the job you will be expected to
In writing a cover letter, you should: perform, like:

- introduce yourself · What are the day-to-day responsibilities of this

- mention the job (or kind of job) you're job?
applying for (or looking for) · How will my responsibilities and performance
- show that your skills and experience be measured? By whom?
match the skills and experience · Could you explain your company structure?
needed to do the job
· What computer equipment and software do
- encourage the reader to read your
you use?
resume
- finish with a call to action (for · What is the organization's plan for the next
example, asking for an interview or a five years?
meeting).
6. Job Interview 4. Be prepared
Why do we need a Job interview? Remember to bring important items to the interview:
• Notebook and pens to take notes
Job Interviews also give you a chance to find out if the • Extra copies of your resume and a list of
job and company are right for you. Follow the tips here references
to be successful in your interviews.
• Copies of letter(s) of recommendation,
1. Review common interview question licenses, transcripts, etc.
Practice answering them with someone else or in front • Portfolio of work samples
of a mirror. Come prepared with examples or short
stories that relate to the skills that the employer wants, 5. On the day of the interview, remember to:
while emphasizing your:
· Plan your schedule so you arrive 10 to 15
• Strengths minutes early.
• Flexibility · Go alone.
• Leadership skills · Look professional. Dress in a manner
• Ability and interest to learn new things appropriate to the job.
• Additions to the organizations in which you · Leave your MP3 player, coffee, soda, or
have worked or volunteered backpack at home or in your car.
• Creativity in solving problems and working with · Turn off your cell phone.
people · Bring your sense of humor and SMILE!

2. Before the interview, know how well you 6. Display confidence during the interview
qualify for the job.
For each requirement listed in the job advertisement, · Let the interviewer start the conversation.
write down your qualifications. This can show you if you · Send a positive message with your body
don’t have a particular skill. Plan how you will talk about language.
that in the interview to persuade the interviewer that · Shake hands firmly, but only if a hand is
you can learn the skill. offered to you first.
· Maintain eye contact.
3. Make a list of questions that you would like to · Listen carefully. Welcome all questions, even
ask during the interview. the difficult ones, with a smile.
 · Give honest, direct answers. Before Networking, Be Clear About Your Job Search
· Develop answers in your head before you Goals
respond. If you don't understand a question, Think about what you want to tell others about yourself.
ask for it to be repeated or clarified. You don't Here are some things they may ask you.
have to rush, but you don't want to appear • What kinds of jobs are you looking for?
indecisive. • What skills and experience prepared you for
these jobs?
7. End the interview with a good impression • Are you focused on a particular industry?
A positive end to the interview is another way to ensure (Examples of industries are car sales or health
your success. insurance.)
• Be courteous and allow the interview to end • Do you want to work at a particular company?
on time. • Do you want to look for jobs in one local area?
• Restate any strengths and experiences that you The Elevator Speech
might not have emphasized earlier. An elevator speech is a short description of your skills
• Mention a particular accomplishment or and career goals. It lasts one to two minutes. It is an
activity that fits the job. easy way to share what you want to learn from
• If you want the job, say so! someone who may be able to help you.
• Find out if there will be additional interviews.
• Ask when the employer plans to make a Here is an example.
decision. "Hi. My name is ____.
• Ask for a business card or contact information I'm looking for (a kind of job) in (an industry, or place).
of the interviewer(s). Don't forget to send a I really enjoy (something about a past job or
thank-you note or letter after the interview. experience).
7. Networking I'm good at (a certain job skill)."
Networking means talking to others about your job
search and career goals. You can do this formally or After you’ve briefly stated these facts, you can ask for
informally. This means that you may chat with people help or advice. For example:
casually about jobs you may want or your career. • "Do you have any advice for me?”
Sometimes you may just be looking for information or to • "Do you know anything about this company?"
meet someone in your job field. Or, you may meet • "Do you know anyone who works there?"
someone in a more business-like way. • "Can I use your name to contact them?"
Networking Facts
• Networking is not the same as asking for a job. Writing And Speaking
Networking is about building contacts. Think about what you do when you try to network.
Contacts are people you know. Your What steps are you taking? Many people will send an
networking contacts are people who work for a email and stop at that. Simply sending an email will not
company or organization. be enough to get the attention of someone who is very
• Networking helps you learn more about jobs busy and receives many emails.
that are being created and advertised.
• It lets you learn about the “hidden network.” The way you write or speak to the people you're trying
This network has many jobs that are never to network with is important. Reread your emails or
advertised. think about your voice mails. People may not want to
• It is good to know people in different help you if you seem rude or pushy. Ask a friend to read
companies and organizations. It helps you your emails or listen to your phone calls and give you
develop more as a professional. honest feedback. Your friend may tell you that your way
• An employer may not be hiring today. of writing or speaking needs improvement. Don't argue
However, tomorrow the employer may be or make excuses. Instead, use that information to
looking for someone like you. improve.
Now, here’s the hard part. Networking does not happen their tablets, mobile phones, laptops, desktop
overnight. Relationships need to be built over time. If computers, and even specially designed tech-enabled
you're trying to rush things, people may be less meeting rooms.
interested in responding to you.
Types of Teleconferencing
Here are a few things to think about. Ask yourself the
following questions from the point of view of the person There are several types of teleconferencing, including:
you’re trying to network with:  Audio teleconferencing: A voice-only option.
You can use your own three-way-calling service
Why Should I Trust You? for this or third-party teleconferencing services.
You must be able to explain who you are and how  Electronic whiteboarding: You’ll need a data
you’re connected to the person. It's also important to and audio telecommunication connection for
explain why it’s safe for him or her to introduce you to this. This was initially designed to assist with
others. You’re asking for help, so you must prove that distance learning by creating a believable-
you're trustworthy. looking digital classroom.
 Video teleconferencing: A live, visual
What Do You Want Me To Do? connection that uses the internet to transmit
You must know what you want and be able to explain crystal-clear audio with full-motion images
your request to the person. If you want the person to between various locations.
introduce you to someone else, mention that and  Computer teleconferencing: Written
explain why. If you’re trying to learn more about the communication between two or more
person's company or the type of work they do, say so. computers, using keyboard inputs and a
It’s your job to make it easy for him or her to help you. common application.

What If I Say No? Teleconferencing Products

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What Will I Get In Return? Meetings.
You may not have anything to offer right now. However,
make sure that the person knows that you can help him You can also use our Business Video
or her in the future. Conferencing solution to bridge the gap between your
employees with secure visual digital meeting spaces.
Remember, this is not “one and done.” You have to keep
working at it. Make it something you do regularly. The Advantages of Teleconferencing
Building lasting relationships can help improve your Save on travel expenses with teleconferencing, as you
career in the future. won’t need to leave your office or home to attend a
meeting. Teleconferencing therefore also saves you
8. Teleconferencing time, which you can spend completing crucial tasks.
Attendees who are in remote areas can attend
WHAT IS TELECONFERENCING? conferences too. This improves employee attendance,
Teleconferencing is essentially a live, interactive audio engagement, and productivity. You can schedule
or audio-visual meeting that ensues between meetings and ad-hoc employee discussions at short
geographically dispersed participants. Here, participants notice with dial-in access teleconferencing services, too.
communicate via telecommunication networks using
Crucial Benefits of Teleconferencing for Companies E-mails offer many conveniences that letters and
 Better Integration: Enjoy improvements like telephone calls don’t such as ready access to the
advanced calendar integration features. Use recipients email address, immediate sending
event tags to help you categorize event types capabilities, availability to the recipients whenever its
with this. convenient for him to read emails and easy distribution
 Simplified Scheduling: Use scheduling features to multiple people at the same time. Nowadays, emails
that let clients schedule time with you, have become the standard form of informal office
according to your availability. correspondence.
 Greater Streamlining: Screen sharing helps
streamline presentations given during
teleconferencing, as you’ll be able to The following are the basic parts of an e-mail
demonstrate better and share data more To: a direct message to a single individual or a few
effectively. individuals
 Enhanced Collaboration: Use group chat to CC: “information only” recipients
simultaneously and instantly collaborate with BCC: to protect e-mail addresses
multiple attendees. Subject Line: short and informative
 Improved Communication: Attendees can also • To is used when sending a direct message to
share whiteboards for enhanced someone or a group of people.
communication. Use chat to forward instant • CC stands for carbon copy which was an old
messages, a communication tool more effective way of duplicating a document. For instance, if
than email. a manager has ordered his secretary to send a
 Added Security: Companies can enjoy highly memo with instructions to everyone in the
secured meetings with participant access codes. department, the secretary may place all the
These codes are crucial to prevent unauthorized department employees, e-mail addresses on
people from accessing confidential meetings. the To field and the manager’s email address in
 Greater Inclusivity: Share files, slide the CC field
presentations, pictures, text documents, and • BCC stands for blind carbon copy. The use of
both visual and audio files with your fellow this field is most appropriate if recipients have
attendees through web sharing. not given permission for their email address to
be released or if there is reason to keep the
Use Cases for Teleconferencing email address private. The subject line should
Geographically dispersed or fully remote teams can be short and informative. It is important what
boost productivity by collaborating prior to you put in this field because it is often the
presentations in real-time via teleconferencing, instead information your recipients use to decide if
of depending on unreliable emails. they’re going to read your email or even open
Take training to another level with webinars that lets it.
you transmit your trainer’s speech and materials to Tips for Writing e-mails with Professional Excellence:
remote participants. These seminars are interactive too, 1. Avoid using ALL CAPS
as you can have feedback sessions. 2. Avoid the use of graphics, colored background
Teleconferencing also provides technical support via 3. Avoid the use of emoticons and acronyms
cloud-based help desks that allows IT staff to identify 4. Respond to e-mail in a timely fashion
and fix technical glitches faster, irrespective of where 5. Don’t be informal
users are. Or use video teleconferencing to interview 6. Send only work related e-mails (not personal
and recruit new candidates quicker. e-mails) on the company computer
7. Don’t use e-mail to replace important face-to-
9. Writing Email for Business Correspondence face conversations and phone calls
8. Always proofread your e-mail messages and
Electronic mails or e-mails have become the primary use spell check
means of short and quick communications and business.
 9. Don’t send e-mail that you wrote while you 1. List the purpose of the memo in the
were upset or angry introductory paragraph
10. Send only e-mails that you are comfortable Readers should know instantly what you're
with everyone seeing communicating to your audience in the introductory
Guidelines in writing professional e-mails paragraph. You need to craft the content of your memo
1. Focus on the recipient to address questions that employees may have. List the
2. Always be polite and professional regardless of purpose of the memo before expanding on details
your topic about the decision-making or what led to the current
3. Use full sentences and words with sentence situation. This way, you give a chronological series of
structure events to give more clarity about the actions employees
4. Use proper capitalization and punctuation need to take, if any.
5. Avoid text speak abbreviations such as LOL, 2. Be concise and keep the language positive
BTW, IMHO throughout
6. Avoid use of emoticons Since you're writing this memo to coworkers and
7. Use professional and appropriate greetings and managers you interact with daily, keep language
complimentary close positive. Short and clear sentences using active voice
8. Below your signature include your name, title help you get your purpose across, which can increase
and contact information your credibility with your colleagues.
9. Never click reply all without carefully reviewing 3. Communicate the message of the memo in the
the recipient list subject line
10. Don’t answer someone if it is not necessary. The subject line should tell the reader exactly what they
Sample email: should expect to learn from the memo and give them
To: arlene.ramos@gmail .com direction on where to file it in their email folders. For
From: [email protected] example, a budget update for the marketing
Subject: Please review this contract department helps the readers understand the subject of
Attachment: the memo and previews potential actions that affect the
Dear Ms. Ramos: department and its operations going forward.
Kindly review attached contract. Please send me any 4. Use the body paragraph and conclusion to
changes on or before August 2, 2021. Thank you. break down your information
Sincerely, The body paragraph elaborates on the decision the
Patricia Mendoza company is announcing and how it affects each
Human Resource Manager employee going forward. You want to address potential
feelings for employees, but you need to do it in a way
10. Writing a Memorandum that's relatable to staff members. Express your gratitude
for their hard work and your plan to work with
A business memo is a short yet formal document used employees to navigate recurring changes.
for communication between employees. Memos are
brief, effective and easy to navigate. They can serve a 11. Writing an Announcement Letter
similar role as a press release, but the exception is the
document is primarily for internal use instead of for Businesses often send messages to employees or clients
local and national reporters. Examples of memos your when they have relevant news or information to share.
business may need include changes to personnel within Announcement letters are effective methods of sharing
an organization or updates on company gatherings like information that allow businesses to efficiently
holiday parties or meetings. distribute news to a large group of people. If you want
to discover the most efficient way to send information
How to write a business memo to a large group of applicable individuals, you might
Follow these steps to help you write your next business benefit from learning more about announcement
memo: letters.
In this article, we discuss what an announcement letter framework for your announcement helps you maintain
is, describe how to write an announcement letter in five organization in a way that allows your recipients to
steps, give two examples of announcement letters to clearly understand the letter's focus and any important
help you craft your own and provide tips for writing details related to the topic. In addition, consider the
them effectively. long-term goals you hope to achieve by sending the
letter, such as building a relationship with your clients or
What is an announcement letter? employees, establishing new relationships with
An announcement letter is a formal document that can prospective businesses or improving customer loyalty.
highlight possible changes occurring within a company 3. Keep your letter concise
or other relevant information. Companies send An effective announcement letter typically focuses on
announcement letters to business clients, sales the subject of the announcement from start to finish, so
prospects or to their own employees, depending on the consider keeping it short and easily understandable for
focus of the announcement. your recipients. Consider omitting any information that
is not directly related to the topic.
Here is a list of different topics that announcement Here are some elements you may include in an
letters can address: announcement letter:
 A budget surplus  A salutation: A salutation can be as informal as
 A change in management "Dear Customer," or you can personalize it to
 A new product launch include individual names in each letter.
 A job opening  An introduction: Consider keeping the
 A new branch or location introduction paragraph short. A typical
 A new policy or a change made to an existing introduction only includes the purpose of the
one announcement.
 A company saving plan  Body paragraph: Your second paragraph can
 A hiring freeze mention any details related to the subject of the
 A layoff announcement. Using bullet points can ensure
 A routine meeting that readers remain focused on specific details
 An employee’s retirement that you'd like them to remember.
How to write an announcement letter  Call to action: If there is an action expected of
employees or clients, you can describe the
There are a few steps to consider when writing an action you'd like them to act upon in the
announcement letter, such as focusing on who you want announcement's body paragraph, as well. For
to receive the letter and the subject of your clients, this may include a discount you're
announcement. Here is a list of steps to consider when offering them on a new product. For employees,
writing your announcement letter: it may be a specific task you want them to
1. Gather all appropriate information complete within a certain time frame.
Before writing your announcement, try gathering all  Benefits to readers: Before ending the letter, if
relevant information first before outlining the applicable, consider explaining how the focus of
announcement. The objective of an announcement the announcement intends to benefit the
letter is to highlight relevant information to applicable company and the recipients of the
recipients in the most efficient manner possible. For announcement. You can place this information
example, if you're announcing a change in management, in the body paragraph or in a separate brief
it's important for employees to know which manager is paragraph.
leaving, who is replacing them along with their  Gratitude: Also, consider thanking your
background information and how that person plans on recipient before concluding the letter. If you are
being a valuable asset to the company. addressing your client, try thanking them for
2. Outline your letter their continued business. If you send the
The next step to take when writing an announcement announcement to your employees, consider
letter is outlining what you intend to say. Providing a
 highlighting how grateful you are for their hard · After the exercise is done, there will be time to
work and dedication to your business. review the contributions, and the group is able
4. Remain positive to come to a conclusion based on what ideas
If the focus of your announcement's subject is a have the most potential.
challenging topic to address, such as a hiring freeze or Rule #2: No Note Left Behind
impending layoffs, try to frame the announcement as · One of the difficulties that occurs with
positively as possible. brainstorming is that there can be so many
After explaining vital information to your recipients, good ideas, but only a limited amount of time
consider: and space to record them. In this case, it can
 Showing appreciation for employees' hard work be common to lose ideas that were supposed
 Indicating concern for their well-being and to be recorded or remembered.
offering suggestions where possible · The solution is simple and effective: document
 Assisting them in finding work every single idea that’s discussed.
 Expressing anticipation to hire again as soon as · Using an online whiteboard is a great way to
possible ensure that all ideas are documented and
5. Proofread the announcement tracked properly, and that none of them fall
Before sending your announcements, consider through the cracks. Virtual whiteboards live in
proofreading your work to ensure there are no digital permanence, so there’s no worry of the
grammatical, punctuation or capitalization errors. marker getting erased or the notes being
Sometimes, it helps to read your letter aloud to ensure deleted.
it makes logical sense, or you can share it with another · Even if an idea doesn’t have tangible value to
person who may catch errors you may have missed. the end goal, it can still help provide necessary
context to the ideas around it and to the
12. Workplace Brainstorming meeting at large. This way, regardless of the
Rules on Brainstorming by Paul Van Zandt importance of a note or the outcome of a
Rule #1: Every Idea Matters meeting, everything will be saved on the
· One of the critical aspects of a successful board.
brainstorming session is everyone feeling Rule #3: Embrace New Techniques
comfortable sharing their ideas. This means · Part of brainstorming is experimenting with
that no voice reigns supreme over the others, what is most effective for your team—and
and no ideas are shot down before they’re with the emergence of remote brainstorming,
proposed. there are many new exercises that teams can
· This is easy to say but often hard to implement conduct to find new ideation methods.
—a brainstorming environment, both digital · One potential solution is a hybrid
and in-person, can be overwhelming and brainstorming model, where people blend
judgmental at times. To ensure that every individual and group ideation to facilitate a
possible idea is successfully proposed rather holistic brainstorming experience. This ensures
than getting stuck in someone’s mind, people that people feel independent with their
need to feel comfortable sharing their creative freedom and have space to share
thoughts. their ideas while also allowing multiple
· One creative way to do this is through perspectives to integrate into the greater
incognito collaboration. This is a feature on group context.
digital whiteboards where, for the allotted · Online whiteboards make this hybrid model
time, people can only see their own notes. possible by facilitating both synchronous and
This means for the duration of the exercise, asynchronous collaboration. Because the
they can share ideas without feeling the board is permanently saved online, you can
judgment of someone who might disagree, access it at any time and from anywhere,
and can remain more open to their own crazy allowing people to contribute
inspirations.
 asynchronously to the board before or after
the group session.
· Once the ideas are ready, everyone can gather
on that same board and gauge everyone else’s
contributions and come to a shared conclusion
about the best option.
· Embracing new brainstorming methods,
including asynchronous collaboration, is
something that is vital when moving forward
and helps everyone approach innovation with
an open mind.
Rule #4: Innovate Your Process
· Innovation is not strictly applied to ideation
but can also influence the process that teams
use to brainstorm.
· One of the most important things an
innovative mindset can bring to a
brainstorming session is simply changing the
structure that your exercise is conducted
within. This could be using a specific template
to ideate, changing your meeting schedule, or
conducting more design thinking exercises
rather than text-based brainstorming.
· By innovating the framework, you work under
you can begin to perfect an efficient workflow
for your brainstorming exercises.
· Whether you’re brainstorming some ideas for
a project or are trying to radically shift the
structure of your team, sticking to these four
golden rules of brainstorming will help you get
there in the most effective way possible.