Download professional communications

PROFESSIONAL
COMMUNICATIONS
What is Professional mean ?
Professional means having
great skills or experience in a
particular field or activity or
having an assured
competence in a particular
field or occupation.
What is communication mean ?
To make known, impact, to
transmit, to have interchange, as
a thought or idea, to be
connected or form a connecting
thought, the exchange of
thoughts, messages or the like,
as by speech, signals or writing.
Phases of Communication

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Out put – Sending, speaking, using
words, tone, tempo etc. to deliver the
meaning with body language such as
posture, smile etc.
In put – Receiving, listening, observing
body language
3 Ps of communication
Polite
Professional
Positive

What is Professional
communication mean ?
The communication that
encompasses oral, written,
and visual discipline within
a work place context is
called professional
communication.
Types of communications
There are two types of
communications:
1) Verbal communication
2) Non-verbal communication
Verbal communication
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Verbal communication is the interaction
between people
It can about business, work, and
personal etc.
The key components of this type is
sound, words, speaking and language.
In any kind of communication there are
two parts one is listener and other is
speaker.
Non-verbal communication
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Non-verbal communication consists of
all the messages other than words that
are used in communication
This type of communication can be of a
wide variety including letter, memo,
email, text message, chatting etc.
In any kind of non-verbal
communication there are two parts one
is sender and other is receiver.
Business communication
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is used to promote a service, product,
or organization.
includes marketing, branding, customer
relation, advertising, and event
management etc.
Business communication includes webbase communication, face to face,
telephoned, presentation, repots, and
emails etc.
Email communication
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Send messages to individuals.
Send messages to pre-defined
groups.
Attach formatted files such as word
documents and spreadsheets.
Attach photos, music, videos, or
any other kind of file..
Email communication
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Subscribe to electronic newsletters
or magazines, or write your own
and distribute them.
Be involved in electronic discussion
groups, or host them yourself.
Answer requests for information
automatically with a prepared
reply, or put up a vacation notice.
E-mail Format
user_id@domain_name
User_id: the person or mailbox.
Domain: the organization or mail
service; eg. hotmail.com,
sympatico.ca, microsoft.com
Mailing Lists
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A mailing list is a collection of names
and addresses used by an individual or
an organization to send material to
multiple recipients.
The term is often extended to include
the people subscribed to such a list, so
the group of subscribers is referred to
as "the mailing list", or simply "the list".
Listserv
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Mailing lists operate through the use of
mailing list software.
L-Soft's Listserv was the first of these
software programs and is still one of
the best.
The word listserv has often been used
as a synonym for mailing list. This is
discouraged because listserv is a
tradename.
Types of Mailing Lists


announcement - where a "mailing list" of
people was used as a recipient for
newsletters, periodicals or advertising.
Traditionally this was done through the postal
system, but with the rise of email, the
electronic mailing list became popular.
discussion list - allows members to post their
own items which are broadcast to all of the
other mailing list members
How Do They Work?
The basic parts of a mailing list are:
 An agent (or mailing list manager)
which receives your request to
subscribe and adds your name to the
member list.
 A file where all e-mail addresses are
kept.
 A method for forwarding your message
to the names on the list.
Addresses in the mailing list
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An administrative address to which
you send commands to subscribe to
and unsubscribe from the list. Some
lists have a separate administrative
address for subscribing and one for
unsubscribing.
Group-name address which you use
to send messages to all the list
members.
What are Newsgroups?
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Newsgroups are electronic bulletin
boards where anyone may participate in
public dialog.
In 2000 they numbered over 63,000,
covering every conceivable subject.
They are being overtaken today by
forums and message boards on the
Web.
Why Would You Want To
Use a Newsgroup?
The newsgroup is probably the easiest
way to find quick answers about a niche
topic. By going to a newsgroup you can:
 Find people who have expertise in a
field.
 Network with people in your field of
interest. Great for developing contacts.
 Ask one-time questions about technical
matters.
 Get references to other sources of related
information.
 Monitor discussions on hobbies - e.g.
cooking, pets, travel.
 Have an opportunity to contribute your
knowledge.
 Find a job. Find a new employee.
 Buy something. Sell something.
 Get computer hardware or software
support from a group of product users.
Disadvantages
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Your e-mail address might be collected by a
junk-mailer. Hide it.
You might be exposed to language and topics
that are distasteful to you and not suitable for
children.
Be careful of the type of personal information
you give out in a newsgroup posting. Use
common sense. Never give out your address
or phone number, for example.
Disadvantages
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If a newsgroup contains an attachment (rare,
but could occur on web-based newsgroups)
always scan for viruses before opening.
Better yet - don't download it at all.
There is more bad than good in newsgroups.
They take time to understand.
Finding the right group can be difficult.
Fortunately there are ways around this
problem.
Major Newsgroup
Categories
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alt - alternative (or Alternet). This is the
best known and the least reputable of the
hierarchies. Very civilized groups concerned
with business, culture, religion, support, and
much else.
bit - Bitnet newsgroups. These are
selected listserv groups from an older
network called bitnet.
Major Newsgroup
Categories
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biz - Business. The biz category was
introduced to allow for discussion of
commercial topics. This is one area where
advertisements are allowed.
comp - Computers. Have a problem with
your word processing software, your Internet
browser, your printer drivers? Are you
interested in Artificial Intelligence, Object
Oriented programming? Comp groups are for
you.
Major Newsgroup
Categories
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misc - Miscellaneous. This category,
intended for what won't fit into the
others, has some useful groups,
including misc.invest.canada.
news - News. These groups are
directed to newcomers to Usenet.
rec - Recreation. Sports and hobbies,
travel and pets included.
Major Newsgroup
Categories
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sci - Science. Science and
medicine.
soc - Social. Social issues are the
topic here. Travellers can check the
soc.* groups for a country before
visiting.
talk - Talk. If you like debating,
check these groups.
Web Conferences, a.k.a Message
Boards, Web Forums
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The Web conference is another virtual
venue for electronic discussion groups
on the Net.
Like the newsgroup, the Web
conference resembles an open bulletin
board - some people call them message
boards, and like the mailing list, it is a
place for the back-and-forth of a
discussion - a Web forum.
Characteristics of Web
Conferences
1. Bulletin boards:
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The conference areas are very
much like the bulletin boards of
newsgroups.
Many places call them message
boards, and others refer to them as
forums or Web forums.
Bulletin boards continued
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Using an input form on a Web page,
one person will post a comment to the
board, and another will come along,
read it and reply.
There may be several other postings
and collectively they can form a
substantial thread on a topic.
2. Source of information
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These conferences can be a good
source of information.
Some are searchable by keyword,
date, and contributor.
Many are moderated by the
sponsoring site and will have a high
quality of discourse.
However, as with newsgroups one
should be wary of misinformation.
3. Features
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Conferences will vary in their features.
At many, you do need to register to set
up an identity and provide basic contact
data.
A conference might be solely a Web
page bulletin board, or be integrated
with e-mail for notices of new messages
or direct posting by email of new
messages.
Features continued
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One large conference area may be
divided into several specific
conferences.
Characteristics such as subscription
requirements, privacy and
searchability of archives are all
determined by the Web
conference.
4. Competition from livechat
Message boards do have a competitor.
Live-chat rooms are preferred by some
for conferencing. They work best with a
moderator and a specific topic.
5. Group weblogs
 Weblogs offer another form of
collaboration online
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Advantages of
Conferences
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The Web conference has pretty
well been accepted at all large Web
sites as the way to encourage
community and provide a service.
For many communities it has
replaced mailing lists and especially
newsgroups.
Advantages of
Conferences continued
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Possessing the advantages of
mailing lists for delivery and the
role of the Web for multi-media
publishing, the message boards of
Web conferences provide
convenience, ease of use, and
attractive display.
What can you do?
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Meet and follow discussions of
people who have expertise in the
field.
Keep current with the latest issues.
Debate leading-edge issues.
Learn of references to other
sources of related information.
What can you do?
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Receive announcements of conferences,
meetings, seminars.
Ask questions. Solicit suggestions from
others about a problem.
Start your own web conference for
family, friends, or co-workers. This is
easily done at Yahoo Groups and
Delphi.
Major Advantages
In addition to the usual benefits
of discussion groups, the
message board is easy to use.
 Subscription is often as easy as
clicking on a button - your email address is submitted
automatically.

Major Advantages
continued
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Reading past conversations may be
open to anyone who goes to the
site, or may be restricted to
members only.
Messages are often sorted
according to subject - by thread,
as it is called.
Major Advantages
continued
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Some Web conferences have an email component. You can receive
the new postings by e-mail or
submit your own.
Use the Web site when you want to
search or review a sustained
discussion.
Are there any
disadvantages?
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Not everyone has easy access to the Web.
Mailing lists are still more accessible.
Many of the forums can be read by any
passer-by. The lack of privacy can make
people feel more exposed, and diminish the
sense of belonging to a community. Use
common sense. Post under a pseudonym and
don't give out your email address.
Even in private forums, the easy access to
Web archives may constrain one from writing
freely.
Are there any
disadvantages? continued
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Where the conference does not
offer e-mail delivery of messages,
people have to remember to go to
the Web site to check for new
messages. It's too much trouble.
Using a Web conference is slow: it
takes time to receive each Web
page.
Are there any
disadvantages? continued
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Subscription usually requires
divulging certain facts about
yourself: address, age, income.
The sites promise confidentiality,
but you have to consider how much
you are willing to tell them.
Some sites ask too much.
Weblogs
Weblogs are places
where people can
gather to ask
questions and discuss.
Personal Weblogs
Are usually online diaries or
web journals where the author
comments day-by-day on news
and topics of personal interest.
 These are personal publishing
ventures.

Personal Weblogs
continued
There are blogs written by
journalists, lawyers, librarians,
educators, doctors, politicians,
students, and others.
 Some have a good following.

Personal Weblogs
continued
These blogs have an
immediacy and in some case
an expertise that can be
quite valuable.
 Not all weblogs are first
person singular.
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Personal Weblogs
continued
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There are collaborative versions
where many people can participate,
adding comments and asking
questions.
These may still be controlled by an
editor and won't be as freewheeling as message boards.
Group Weblog
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The group weblog might also be
called collaborative news site, peerto-peer news portal, or an open
blog.
Contributors are listed on the side
panel. Readers may post feedback
to a message board.