8 Rules for Professional Business Communication
Technology has expanded and enhanced our ability to communicate with one another. However, while the range of communication options has expanded at a rapid rate, many people seem to be unaware of how best to use the devices they now have. It is essential to develop an awareness of how to use technology to avoid negative outcomes for employees, clients and the workplace in general.
Take Email for example; stories frequently appear in the news about how the misuse of this medium has led to the demise of many an employee’s career, from the highest executives to the lowliest of clerks. They didn’t seem to realise that electronic communications are frequently permanent. Even text messages can be stored and retrieved.
These people were intelligent and knew that potentially career ruining information should not be sent indiscriminately, it’s just that they don’t know how to use electronic communication in a polite and professional way.
Technology does not give us permission to be rude and ill-mannered. Nor does it mean that we can be less professional or give less consideration to how we communicate with others.
Here are 8 guidelines for communicating in an effective, professional and respectful manner:
1. Don’t use your mobile phone at inappropriate times, in inappropriate places, or in an inappropriate way. This invades others’ privacy and peace, and disrupts their ability to concentrate.
2. Don’t invade other people’s personal space when using your laptop. There are times/places when it’s okay to connect and use your laptop and there are times when it’s not.
3. Turn off your pager and/or mobile phone in situations where it could be distracting.
4. Always call the person or business before sending a lengthy fax, to ensure that it’s a good time.
5. Before using a speaker phone always make sure the person you are talking to does not mind.
6. Never send e-mail that contains inappropriate or sensitive material (as some business people have learned the hard way).
7. Don’t allow the ease of email to erode relationships. From time to time call the people who you communicate with by e-mail to maintain the personal touch. Even in this modern age, we like to do business with people we know and like. Email only relationships are sterile and do not build any sense of connection with the other person.
8. Avoid calling, paging, or faxing people at home, after hours, or when they’re on leave unless it is vital that you do so. This is the ultimate invasion of privacy and demonstrates little regard for the other person’s need to relax and unwind.
Technology has greatly enhanced our ability to communicate and increased our options of how, where and when to communicate. However, even in this modern age it is essential to follow the old-fashioned tried and tested rules of communication etiquette and good manners. Respect and consideration for others are essential components of good relationships both on- and off-line.
Technology has expanded and enhanced our ability to communicate with one another. However, while the range of communication options has expanded at a rapid rate, many people seem to be unaware of how best to use the devices they now have. It is essential to develop an awareness of how to use technology to avoid negative outcomes for employees, clients and the workplace in general.
Take Email for example; stories frequently appear in the news about how the misuse of this medium has led to the demise of many an employee’s career, from the highest executives to the lowliest of clerks. They didn’t seem to realise that electronic communications are frequently permanent. Even text messages can be stored and retrieved.
These people were intelligent and knew that potentially career ruining information should not be sent indiscriminately, it’s just that they don’t know how to use electronic communication in a polite and professional way.
Technology does not give us permission to be rude and ill-mannered. Nor does it mean that we can be less professional or give less consideration to how we communicate with others.
Here are 8 guidelines for communicating in an effective, professional and respectful manner:
1. Don’t use your mobile phone at inappropriate times, in inappropriate places, or in an inappropriate way. This invades others’ privacy and peace, and disrupts their ability to concentrate.
2. Don’t invade other people’s personal space when using your laptop. There are times/places when it’s okay to connect and use your laptop and there are times when it’s not.
3. Turn off your pager and/or mobile phone in situations where it could be distracting.
4. Always call the person or business before sending a lengthy fax, to ensure that it’s a good time.
5. Before using a speaker phone always make sure the person you are talking to does not mind.
6. Never send e-mail that contains inappropriate or sensitive material (as some business people have learned the hard way).
7. Don’t allow the ease of email to erode relationships. From time to time call the people who you communicate with by e-mail to maintain the personal touch. Even in this modern age, we like to do business with people we know and like. Email only relationships are sterile and do not build any sense of connection with the other person.
8. Avoid calling, paging, or faxing people at home, after hours, or when they’re on leave unless it is vital that you do so. This is the ultimate invasion of privacy and demonstrates little regard for the other person’s need to relax and unwind.
Technology has greatly enhanced our ability to communicate and increased our options of how, where and when to communicate. However, even in this modern age it is essential to follow the old-fashioned tried and tested rules of communication etiquette and good manners. Respect and consideration for others are essential components of good relationships both on- and off-line.
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