CM 415 EFFECTIVE AND APPROPRIATE COMMUNICATION IN THE WORKPLACE

Unit 7 Seminar KAPLAN UNIVERSITYTechnology in the WorkplaceSUSAN HARRELL

Questions to consider

What are some of the more innovative ways you’ve seen technology used in your workplace?

What are some technological advances in communication and/or the transfer of information that concern you? Why?

What are some behaviors that involve new technology or electronics that you have seen, both good and bad, and what is the behavior you wish others would exhibit?

Web resource assignment

Find a professional web site for your career Post the link in the course webliography Go to Doc Sharing Select “Web Resources for Communication

Professionals” view Upload a Word document to share with the

entire class—be sure to use APA formatting

Write a minimum of 200 words Post by the end of unit 7

Web resource assignment

The web address The name of the professional organization or society What career field this organization or society caters to What special features you find most helpful on this

site as a) a student, and b) as a professional.  Be specific and give examples. 

Describe in detail 2-3 features that would benefit a student, and 2-3 features that would benefit a professional. Try and persuade your readers (classmates and professor) to want to view this website! Be specific and give examples to illustrate what you mean.

E-mail

IT workers spend about 90 minutes per work day reading and responding to e-mail

The average office worker in the U.S. sends and receives up to 200 e-mail messages daily

Managing e-mail load

“My name is Susan, and I’m an e-mail addict.”—Admit you have a problem.

Send fewer messages to get fewer messages.

Don’t feel compelled to reply to a message that doesn’t require a response!

Make sure the “to” field is correct before you hit “send.”

Don’t hit “reply to all” unless absolutely necessary!

Managing your e-mail load

Fill in that subject line! Think about your reply before hitting

“send.” Don’t reply when angry. Consider tone—how will recipient take

criticism? Delete if unimportant or irrelevant (and

then empty the trash). Don’t check constantly—set aside certain

times of day to focus on e-mail.

E-mail conventions and etiquette Use conventions of letter-writing

(salutations, grammar, mechanics, etc.). Avoid abbreviations and “cyberjargon.” Be concise. If you need to include a URL, put it on its

own line and make sure the link works. Don’t send huge attachments. Include a signature and check the time/date

stamp on the message. If you need help, ask for it!

E-mail etiquette

Don’t make angry demands. Don’t waste everyone’s time with chain e-mails. Don’t order people to visit your web page or do

a particular task—ask nicely Don’t use all lower case or all upper case.

Follow capitalization conventions, even in e-mail.

Don’t spread rumors, insult co-workers, or use e-mail for otherwise malicious purposes.

Include a salutation, complimentary close, and a statement of purpose.

Monitoring and privacy

Don’t expect privacy—your company can (and will) monitor e-mail correspondence.

Have a separate account (Yahoo, etc.) for non-work-related correspondence.

Employers monitor for the following reasons: security, productivity, protection from lawsuits, and industry regulations.

Online behavior

How much time do you typically spend on-line each week for

1. Checking e-mail2. Posting on social networking sites like

Facebook3. Surfing web sites4. Shopping5. Instant messaging6. Playing games7. Getting information (about travel, research

for a class, etc.)8. Banking and managing financial accounts

Telecommuting

Lower costs for office space and employee support

Productivity may increase

Access to “free agents” and others who might not be able to work in a 9-5 office environment

Initial costs to purchase equipment (laptops, teleconferencing equipment, etc.)

Concerns about tech support for remote workers

Fear that a telecommuter will be “out of sight, out of mind”

Lack of direct interaction with others

Advantages Disadvantages

Teleconferencing guidelines

Schedule, confirm, and share any necessary resources (such as a Power Point presentation)

Get to site early, and be sure to start the conference on time and end it on time.

Be careful about attire that may not translate well on screen (avoid too much white, red, and black)

Be aware of any mannerisms that might be more noticeable onscreen.

Have an agenda and stick to it, but don’t just read from prepared notes.

Have everyone introduce themselves, and take notes of names and locations.

Teleconferencing guidelines

Ask everyone to identify himself/herself the first time speaking.

Enunciate clearly and slow down! Avoid distractions and side conversations. Be patient with technical glitches. Make eye contact with the camera. Summarize key points as you move through

the meeting. Establish expectations for the next meeting. Prepare and distribute minutes within a few

days of the meeting.

Current events

Twittering the Iranian presidential protests

Addicted to your smartphone? What is the etiquette for checking

Blackberry messages during meetings?

References

O’Rourke, J.S., Chaney, L.H., Martin, J.S., Reynolds, S., Valentine, D., Munter, M. & Paradi, D. (2007). Workplace Communication. Kaplan University: Pearson Custom Publishing.