BUSINESS COMMUNICATION TOOLS

Specific tools that can be used for communication include telephones, pagers, facsimile machines and Personal Digital Assistants (PDAs). The lines between the devices are blurring. For example, a telephone can now contain all of the functions of a PDA and also access e-mail and the Internet.
TELEPHONES
There are many types of telephones, and only you can decide which type(s) or combinations of types are right for you. Even the standard telephone that is installed in your office has many options. 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. The wireless telephone is becoming a requirement. With a wireless telephone, you can avoid missing calls. The features needed for this type of telephone depend entirely on you and your needs. You can get the basic instrument free by signing up with most carriers, or you can get a model that can receive your e-mail, media, Internet, store your contacts, maintain your calendar and allow you to play interactive games. There are many features from which you can choose on standard and wireless phones, such as call waiting, call forwarding, conferencing capabilities and voice mail.

COMPUTERS

A computer is such an affordable tool that it should no longer be considered an option for your business!
The following discussion will focus on three basic models - desktop, laptop, personal digital assistants (PDA's) and the software that makes them work.

Desktop:

This is the most common type of computer, one that is set up to operate in your office. This computer system should include a basic processing unit, a monitor/flat-panel, a modem/ethernet card, a CD/DVD drive, USB ports, and a printer. Printers have come down in price quite a bit. When purchasing a printer think of long-term cost. Laser printers cost more up front but are less expensive over the long run when taking printing costs into account. Some type of backup storage should also be considered, such as a Zip drive or a read/writable CD or DVD.
Computer systems can be purchased for a wide range of prices. Given rapid advances in technology, whatever you buy today may soon become obsolete. Fortunately, this does not mean that the computer you purchase will not meet your business requirements for a much longer period of time. For doing basic word processing, e-mail, accounting, and spreadsheet work you will not need to get a top-of-the-line computer.

Laptop / Notebook:

A laptop computer is portable. A single unit will contain a combination of the capabilities shown for the desktop. It usually does not include a printer so that will have to be purchased as an additional item. Another option is a docking station that allows you to plug your laptop into a unit at your office, providing the capability of using your laptop as the basic processing unit while enjoying the use of a larger monitor and a full-sized keyboard.
Laptops tend to be a bit more expensive than desktops but if you travel and need computing capability, it is worth the extra expense. Once again, get as much capability as you can afford. Consider getting a laptop with wireless capabilities. This will allow you Internet access in a growing number of areas. Laptops are not typically as easy to upgrade as desktop computers because of the nature of their construction. You need to be sure you get all the features you need when you purchase your laptop. Getting a laptop with an extended battery is another good idea; however, if you will always have access to an electrical outlet; this may not be an issue for you.

AUXILIARY PRODUCTS

Many products can be used in conjunction with your computer to enhance the functionality and image of your business. These also require software specifically designed to facilitate its usage.
Digital Camera - 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.
Scanner - 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 type of equipment.
Wireless Transmission - this feature allows you to communicate with other devices equipped with the same feature. Being able to simply point your device at another one, without hunting for the cord and plugs, is very appealing and has many productive implications.

Reference:http://www.myownbusiness.org/s3/#2

WHAT IS PR?

The main goal of a public relations department is to enhance a company’s reputation. Staff that work in public relations, or as it is commonly known, PR, are skilled publicists. They are able to present a company or individual to the world in the best light. The role of a public relations department can be seen as a reputation protector.
The business world of today is extremely competitive. Companies need to have an edge that makes them stand out from the crowd, something that makes them more appealing and interesting to both the public and the media. The public are the buyers of the product and the media are responsible for selling it.
Public relations provide a service for the company by helping to give the public and the media a better understanding of how the company works. Within a company, public relations can also come under the title of public information or customer relations. These departments assist customers if they have any problems with the company. They are usually the most helpful departments, as they exist to show the company at their best.
PR also helps the company to achieve its full potential. They provide feedback to the company from the public. This usually takes the form of research regarding what areas the public is most happy and unhappy with.
People often have the perception of public relations as a group of people who spin everything. Spin can mean to turn around a bad situation to the company’s advantage. It is true that part of the purpose of public relations is to show the company in a positive light no matter what. There are certain PR experts that a company can turn to for this particular skill.
The public often think of PR as a glamorous job. Public relations people seem to have been tarred with the image of constant partying and networking to find new contacts. The reality is usually long hours and hard work for anyone involved in public relations.

Reference:http://www.wisegeek.com/what-is-public-relations.htm

BUSINESS ETHIQUETTE

Business etiquette rules are essential to a successful business professional career. Etiquette refers to the normal methods of social behavior. In other words, acting on a set of rules that apply to each situation that happens.
Correct office behavior is important. You will set a good example to others around you and your boss. Employees who follow business etiquette rules get promotions and choice assignments.
There are eight basic guidelines listed below that should be followed for any type of jobconsidered.
The first rule is to be on time to work. Do not make it a habit of calling in sick or being late. Meet your deadlines on time and don’t keep others waiting for you.
The second rule is to wear clean, pressed business-like clothes. Look neat and well groomed.
Third rule is to avoid office gossip as it only hurts you and others around you. Your boss may or may not want to share confidential information with you and will note that you do not have your priorities straight.
The forth rule is do not borrow from your co-workers desk, or other peoples desk without asking first. It is better to wait for permission first.
The fifth rule is to be aware of your behavior and show respect to those around you.
The Sixth rule is do not whine. No one likes to be around a complainer constantly.
The seventh rule is to answer the phone promptly, by the second or third or is considered polite. Be pleasant and courteous to the other person and never leave anyone on hold for longs periods of time.
The final rule is to try and avoid office romance. It is very distracting and unprofessional. If you do have an office romance, keep personal and work life separate.
These eight rules of business etiquette will help you establish a good relationship within your office.

Reference:http://images.google.com.tr/imgres?imgurl=http://finishingtouchesgroup.org/yahoo_site_admin/assets/images/handshake4.287170203_std.jpg&imgrefurl=http://problogjobs.com/2007/12/26/business-etiquette-rules/&usg=__cdbiYvRP0KaSxGZgxHw3kfMZJKg=&h=361&w=361&sz=32&hl=tr&start=4&um=1&tbnid=818QmWWVG4ic2M:&tbnh=121&tbnw=121&prev=/images%3Fq%3DBUSINESS%2BETIQUETTE%26um%3D1%26hl%3Dtr%26sa%3DN

COMMUNICATION BARRIERS

Many people think that communicating is easy.
It is after all something we've done all our lives.
There is some truth in this simplistic view.
Communicating is straightforward.
What makes it complex, difficult, and frustrating are the barriers we put in the way.
Here are the 7 top barriers.
1. Physical barriers
Physical barriers in the workplace include:
marked out territories, empires and fiefdoms into which strangers are not allowed
closed office doors, barrier screens, separate areas for people of different status
large working areas or working in one unit that is physically separate from others.
Research shows that one of the most important factors in building cohesive teams is proximity. As long as people still have a personal space that they can call their own, nearness to others aids communication because it helps us get to know one another.
2. Perceptual barriers
The problem with communicating with others is that we all see the world differently. If we didn't, we would have no need to communicate: something like extrasensory perception would take its place.
The following anecdote is a reminder of how our thoughts, assumptions and perceptions shape our own realities:
A traveller was walking down a road when he met a man from the next town. "Excuse me," he said. "I am hoping to stay in the next town tonight. Can you tell me what the townspeople are like?"
"Well," said the townsman, "how did you find the people in the last town you visited?"
"Oh, they were an irascible bunch. Kept to themselves. Took me for a fool. Over-charged me for what I got. Gave me very poor service."
"Well, then," said the townsman, "you'll find them pretty much the same here."
3. Emotional barriers
One of the chief barriers to open and free communications is the emotional barrier. It is comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of others lie in our childhood and infancy when we were taught to be careful what we said to others.
"Mind your P's and Q's"; "Don't speak until you're spoken to"; "Children should be seen and not heard". As a result many people hold back from communicating their thoughts and feelings to others.
They feel vulnerable. While some caution may be wise in certain relationships, excessive fear of what others might think of us can stunt our development as effective communicators and our ability to form meaningful relationships.

4. Cultural barriers
When we join a group and wish to remain in it, sooner or later we need to adopt the behaviour patterns of the group. These are the behaviours that the group accept as signs of belonging.
The group rewards such behaviour through acts of recognition, approval and inclusion. In groups which are happy to accept you, and where you are happy to conform, there is a mutuality of interest and a high level of win-win contact.
Where, however, there are barriers to your membership of a group, a high level of game-playing replaces good communication.
5. Language barriers
Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz-words and jargon. When we couch our communication in such language, it is a way of excluding others. In a global market place the greatest compliment we can pay another person is to talk in their language.
6. Gender barriers
There are distinct differences between the speech patterns in a man and those in a woman. A woman speaks between 22,000 and 25,000 words a day whereas a man speaks between 7,000 and 10,000. In childhood, girls speak earlier than boys and at the age of three, have a vocabulary twice that of boys.
The reason for this lies in the wiring of a man's and woman's brains. When a man talks, his speech is located in the left side of the brain but in no specific area. When a woman talks, the speech is located in both hemispheres and in two specific locations.
This means that a man talks in a linear, logical and compartmentalised way, features of left-brain thinking; whereas a woman talks more freely mixing logic and emotion, features of both sides of the brain. It also explains why women talk for much longer than men each day.
7 Interpersonal barriers
There are six levels at which people can distance themselves from one another:
Withdrawal is an absence of interpersonal contact. It is both refusal to be in touch and time alone.
Rituals are meaningless, repetitive routines devoid of real contact.
Pastimes fill up time with others in social but superficial activities.
Working activities are those tasks which follow the rules and procedures of contact but no more.
Games are subtle, manipulative interactions which are about winning and losing. They include "rackets" and "stamps".
Closeness is the aim of interpersonal contact where there is a high level of honesty and acceptance of yourself and others.

Working on improving your communications is a broad-brush activity. You have to change your thoughts, your feelings, and your physical connections.

That way, you can break down the barriers that get in your way and start building relationships that really work.

Reference:http://www.hodu.com/barriers.shtml

COMMUNICATION PROCESS

COMMUNICATION PROCESS

Communication is a process and as such contains many elements susceptible of defect. Here are the elements of the communication process:
A message: what need to be communicated
A messenger: the person who has something to communicate
A receiver: the person who will receive the message
Encoding: verbal and non-verbal convention of communication
Decoding: reading by the receiver of the encoding done by the messenger
Channel: the means of communication
This process works as follows: The messenger has something to communicate, a message. This message has an intent. The messenger will encode his message with words, behaviour and body language that he senses will help him to best communicate this message according to his intent. The message will go through a channel, a means of communication such as e-mail, face to face or phone conversation, letter, presentation. The receiver will then decode the message using conventions, cultural or contextual background, and language skills. The message he receives might or might not meet the intent of the messenger.

Reference:http://soft-skills-development.suite101.com/article.cfm/communication_model

WHAT IS COMMUNICATION ?

Communication is the transmission of information, ideas, attitudes, or emotion from one person or group to another (or others) primarily through symbols. Communication may be defined as “social interaction through messages”. Most people are born with the physical ability to talk,
but we must learn to speak well and communicate effectively. Speaking, listening, and
our ability to understand verbal and nonverbal meanings are skills we develop in various
ways. We also are taught some communication skills directly
through education, and by practicing those skills and having them evaluated.
Oral communication has long been our main method for communicating with one
another. It is estimated that 75% of a person’s day is spent communicating in some way.
A majority of your communication time may be spent speaking and listening, while a
minority of that time is spent reading and writing. These communication actions reflect
skills which foster personal, academic, and professional success.
Levels of communication;
Intra-personel
Inter personel
Group
Organizational
Mass


Reference:http://www.natcom.org/nca/files/ccLibraryFiles/FILENAME/000000000157/Pathways%20Excerpt.pdf