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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 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 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 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 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 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 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 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 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 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? 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 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 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 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 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 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 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 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: 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 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 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 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 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 Advantages of Conferences 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 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? 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? 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 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 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? 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 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 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. Personal Weblogs continued 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 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.