basic communication tools

8/7/2019 Basic Communication Tools

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Basic Communication Tools

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Specific tools that can be used for communication include landlinetelephones, cell phones, smartphones and fax machines. The linesbetween 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 thisdiscussion, 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 typesare right for you. Even the standard telephone (landline) that is installed in your office has manyoptions. 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:

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

y Have a separate line for your business phone and your personal phone. Don't have familymembers pick up or use the business phone. Get any required extra telephone lines installedbefore you start.

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

y The need for an 800 number is becoming less important because long-distance rates aremuch more affordable.

y 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.

y When leaving phone messages, clearly state your name and phone number at the beginningand the end of the message.

y Be polite in cell phone use! Good business courtesy includes avoiding being interrupted bytelephone calls when in a meeting or during a business lunch.

Gr eg Washington Consultant,Marketing for Physicians

"Look at the Internet as anopportunity to create an

electronic brochure."



Cell phones/Mobile Phones

The cell phone, also called a mobile phone, is used for mobilecommunications over a cellular network of cell sites. There are numerousplans and carriers. Many carriers have plans tailored for small businessesincluding options that bundle popular features and usage patterns,making them very cost effective. Be sure to ask questions 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 closelymeet your new set of requirements. Most cell phone companies allow you to return the phone within15 to 30 days after activation if you are not happy. Use this time to check if the cell phone hasacceptable reception at your home and work place. Basic cell phones are offered free by manycarriers for a specific length of time, usually two years. But be aware there are hefty fees for cancelingearly.

Smar tphones

Growth in demand for advanced mobile devices boasting powerful memory, larger screens and openoperating systems has outpaced the rest of the mobile phone market for several years. A smartphoneis a cell phone offering advanced capabilities with computer-like functionality. A smartphone canincorporate advanced features like e-mail, Internet and e-book reader capabilities and include a fullkeyboard 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 andedit 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 Confer encing

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

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

All these solutions allow you to communicate as if you were face-to-face with customers anywhere inthe world. Time and money that would be spent on traveling can be used to conduct meetings. Youcan share documents, make presentations and conduct meetings onshort 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 bycommon interests, often like a community. Internet-based social networking occurs through a varietyof 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

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eatures can vary f rom simple one-on-one messaging to highly developed

tools f or group chat, file transf ers, video and document collaboration such as

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ot all models have the f ax or scanner capability). If you plan on sending and receiving lots of f axes you might consider the stand alone.

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less f requent 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.

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machine, the less problems you will have with it. If your business will rely heavily on f axing, it is impor tant to get as much memory as possible to speed up the pr inting of documents.

Some phone vendors can provide you with a f ax number that works with your e-mail system.0

eceiving a f ax works just like it does when the f ax is being received by another machine but you receive it as an attachment to an e-mail. This can be very handy f or those who travel on a f requentbasis and are not always near a f ax machine.

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se a cover page that is appropr iate f or your company.3

emember , this is an externalcommunication that reflects your business and your image.

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se a separate dedicated phone line f or your f ax machine.

Com ers

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A computer is so aff ordable that it should be included as a key tool in your business. Computers can be purchased f or a wide range of pr ices.

5 or basic word processing, e-mail, accounting, and

spreadsheet work you will not require a top-of -the-line computer .6

hile what you buy today may soon become obsolete, this does not mean that the computer you purchase will not meet your business requirements f or a much longer per iod of time. The f ollowing discussion will f ocus on the growing number of options that are available:

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Desktops

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

y A basic processing unit: either a PC A Personal Computer) or a

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A Apple). PC's are in

more common usage and are lower in cost.B

ost businesses work in a PC f ormat.C

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f or many users and applications including graphic ar ts, the B ac en joys very steadf astsuppor ters.

y A flat-panel monitor .

y Internet connectivity, a CD/DVD dr ive and D

SB por ts.

y A pr inter . Laser pr inters cost more up f ront but are less expensive over the long run when taking pr inting costs into account. If you have a small space to work with, consider an all-in-one pr inter .

y Some type of backup storage should also be considered, such as a D

SBE lash Dr ive,

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ard Dr ive or a wr itable CD or DVD.

y An antivirus program is essential. You can purchase one or use a f ree program; however the f ree programs will not aff ord you as much secur ity as the paid

versions.

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A laptop computer off ers por tability with many of the f eatures off ered by a desktop which make it ideal f or meetings or if you travel f requently.Drawbacks f or laptops include: they are higher in pr ice than desktops,have smaller keyboards and monitors and are sub ject to theft. Traditionaland wireless pr inters, keyboards and even the traditional mouse are options available with laptops. If you travel and need computing capability, it is wor th the extra expense.

Notebooks and Netbooks

Since their recent appearance, netbooks have grown in siF

e and f eatures. At the same time, notebooks have become smaller and lighter . The result

is that f or 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 descr ibed as rapidly evolving categor ies of small, light and inexpensive laptop computers suited f or general computing and accessing web-based applications. They are gaining in popular ity especially with students, bloggers, and even some businesses.

G hile generally less expensive than laptops, manuf actures are star ting to beef up notebooks, which is

increasing their cost. A caution: their compact siF

e makes them attractive f or traveling but if you are

consider ing one to save on the cost of a laptop, you probably will be getting less memory and many do not have f ull applications or compatibility with your other business applications.

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

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et as much capability as you can aff ord. Laptops are not typically as easy to upgrade as desktop computers because of the nature of their construction.

y Be sure you get all the f eatures you need when you purchase.

y If you do not normally have access to an electr ical outlet, get a laptop or netbook with extended battery lif e.

y Keep all documentation, software, and accessor ies that come with your device.

Tablet Computers

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A tablet computer is equipped with a touch screen or stylus rather than a keyboard to operate thecomputer. 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 operatingsystem and

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) those using the Microsoft Windows Mobile operating system. These units allowsynchronizing your key organizational elements with your computer. Functions of a PDA andsmartphone have become almost indistinguishable; however PDAs generally perform faster and cansynchronize data to your PC. The capabilities of PDAs are not built around a cell phone whereas asmartphone is a cell phone with other capabilities built into the phone. More and more features arebeing built into these units, integrating them as a powerful tool in the business world.

Softwar e

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 areoften bundled into the system at the time of purchase and some in the form of trial software. At thebare minimum, you should have the capability to do word processing, spreadsheets andpresentations.

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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-entrysystems and care must be taken in making the entries correctly. Keep in mind that home andprofessional 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.

Aud

iliary Pr oducts

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

y Digital Cae

era - 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 imagequality.

y S canner - 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 typeof equipment.

y W ireless Transf

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



y Don't over look the impor tance of making regular external backups to the individual programs used in your business. Backups are commonly stored on CD's DVDs,

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The Internet

The Internet has become a very impor tant marketing and communication tool.

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or example, a new marketing tool that is a huge benefit to localbusinesses is the "local" link on search engines. To demonstrate the power of this tool, please go to a search engine such as

r oogle or Yahoo

and enter "Flower Shops". Then, click on the "local" link at the top of the page and enter your

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ip code. Presto: local flower shops will be displayed on a map along with links to their

t eb sites. Savvy businesses today are

taking advantage of this marketing tool. It can be used at a basic level f or e-mail communication and f or research and it can be used at a more

comprehensive level as a channel f or selling your products and services.

To get access to the Internet, you need a browser . This is a piece of f ree software.

u icrosoft Internet Explorer and

u ozilla Firef ox are the two

leading browsers.

v ow that you have a browser , you need to get access to the Internet.

This is done through an Internet Service Provider w ISP). These providers

range in the f eatures that they provide. As with other f orms of communication, there are many plans and pr ices f rom which to choose.

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ow 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

t eb site that lets people know what

you do. At the other extreme, you may want to use the Internet as your main sales channel. Justremember , 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 f rom 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 y

of this course will f urnish you with detailed inf ormation about the Internet and E-commerce.

.

Business Communication

ithout eff ective communication, even the bestbusiness idea will f alter . Eff ective

communication is impor tant f or larger businesses who may have offices throughout the

country or perhaps internationally. Even small bu sinesses need to be able to

communicate accurately and quickly with clients, customers and othe r companies.

Several tools can be used to make business communication more efficient.

Instant Messaging

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2. Instant messaging is a type of Internet service that allows two or more people to sendmessages instantly to one another using a computer. Many programs are available for instant messaging, including MSN Messenger, AO or Kono ive. Some programs aremore suited to social interaction offering humorous graphics, whereas others such as

Kono are designed to meet business needs.

V ideo Conferencin

3. Meetings no longer need to be held in a central location, with people traveling from over the country to attend. W ith video conferencing software, it is possible to communicateover the Internet face -to-face. More than two people can join the conference, allowinglarge meetings to take place virtually. All that is required is for each person to have acomputer 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.

Em il

. Email has changed the way in which businesses communicate. With the fastest postalmail 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 suchas attachments, multiple recipients and the ability to store outgoing emails for re ference.Many email services are available, some of which are free. A few of the most commonlyused email services are Gmail, ive and iMail. Another bonus of email is that it reduces

the need for paper to be produced.

Coll bor

tion Softw

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5. Collaboration software allows teams to upload documents, spreadsheets andpresentations to the Internet for each other to work on. This is perfect if the group isspread out over a large geographic area. Each member can download the file, makechanges and then make the revised document available for the others. There are many

collaboration software packages available, including Avaya, Huddle and NovellGroupWise.

Read more: Effective Business Communication Tools | eHow.com

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Outreach - Using Publications and Printed Materials

The many advantages offered by printed publications make them one of the most usedcommunications tools in outreach campaigns. Publications can reach large audiences with moretargeted, technical and detailed information than that which can be communicated through pressreleases advertisements. Publications are handy educational tools that remain with the targetaudience for future reference and consultation.

An obvious disadvantage of publications is the cost related to their mailing and printing. Perhaps amore 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 thecommunications success of publications.

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