business

1. Business Communication andBusiness Communication and
IT ContextIT Context
M.ShahzaibM.Shahzaib
Ehtsham NasirEhtsham Nasir
Hasnain WaheedHasnain Waheed
Fahad MirzaFahad Mirza
Bilal ShareefBilal Shareef

2. Business Communication and theBusiness Communication and the
Technology ContextTechnology Context

3. Why Managing Information within Organizations?Why Managing Information within Organizations?
 The growth of information technology over the past 30 years has
transformed the way business is transacted throughout the world.
 Information technology is also changing the conventions of written
communication, favoring more direct and informal style and
promoting more collaborative types of communication.
 Internationally, the instantaneous availability of information has
communicated and influenced social, political, and economic event.
 Each day throughout the world, more than $1 trillion is transferred
electronically, and more than $300 billion by foreign exchange
transfer.

4. History of Technological DevelopmentHistory of Technological Development

5. Understanding InternetUnderstanding Internet
 The invention of the telegraph, telephone, radio, and computer set theThe invention of the telegraph, telephone, radio, and computer set the
stage for this unprecedented integration of capabilitiesstage for this unprecedented integration of capabilities
 Between 1961to 1965, the Massachusetts Institute of Technology (MIT)Between 1961to 1965, the Massachusetts Institute of Technology (MIT)
started to research sharing information in small, phone-linked networks.started to research sharing information in small, phone-linked networks.
This was the beginning of development of Internet.This was the beginning of development of Internet.
 In 1991, World-Wide Web was introduced, developed byIn 1991, World-Wide Web was introduced, developed by
Mr. Tim Berners-LeeMr. Tim Berners-Lee, with assistance from Robert Caillau, with assistance from Robert Caillau
 The Internet has revolutionized the computer and communications worldThe Internet has revolutionized the computer and communications world
like nothing before.like nothing before.
 The Internet is at once a world-wide broadcasting capability, a mechanismThe Internet is at once a world-wide broadcasting capability, a mechanism
for information dissemination, and a medium for collaboration andfor information dissemination, and a medium for collaboration and
interaction between individuals and their computers without regard forinteraction between individuals and their computers without regard for
geographic location.geographic location.
 The Internet represents one of the most successful examples of theThe Internet represents one of the most successful examples of the
benefits of sustained investment and commitment to research andbenefits of sustained investment and commitment to research and
development of information infrastructure.development of information infrastructure.

6. EmailEmail
Email and the technologies it has generated areEmail and the technologies it has generated are
changing the landscape of businesschanging the landscape of business
communication. The distinguished features ofcommunication. The distinguished features of
email are:email are:
 More readily availableMore readily available
 Interoperable between systemsInteroperable between systems
 Available world-wideAvailable world-wide
 InexpensiveInexpensive
 Much better known – reached a critical mass whereMuch better known – reached a critical mass where
one can expect others to have an email addressone can expect others to have an email address
 Much easier to useMuch easier to use

7. Email EtiquettesEmail Etiquettes
 Watch your tone: Avoid being too casualWatch your tone: Avoid being too casual
 Be concise: Long, rambling messages are ineffectiveBe concise: Long, rambling messages are ineffective
 Send a message only when there is something very important to saySend a message only when there is something very important to say
 Forward the email to appropriate address if you are not the intendedForward the email to appropriate address if you are not the intended
audienceaudience
 Be polite. Do not provoke, insult or comment too much aboutBe polite. Do not provoke, insult or comment too much about
something that is irrelevant and tasteless.something that is irrelevant and tasteless.

8. Other Communication TechnologiesOther Communication Technologies
1.1. Voice MailVoice Mail
2.2. GroupwareGroupware
3.3. CD-ROM DatabasesCD-ROM Databases
4.4. TeleconferencesTeleconferences
5.5. FaxesFaxes

9. Voice MailVoice Mail
Voice mail has become popular in many officesVoice mail has become popular in many offices
because it eliminates “telephone tag”because it eliminates “telephone tag”
 It records a message in a computer disk for laterIt records a message in a computer disk for later
retrieval by the receiverretrieval by the receiver
 When an incoming call is not answered, the systemWhen an incoming call is not answered, the system
guides the caller how to record the message.guides the caller how to record the message.
 The receiver then either listen to the recordedThe receiver then either listen to the recorded
message upon returning to the office or access themessage upon returning to the office or access the
message via telephone.message via telephone.

10. GroupwareGroupware
Groupware allows supervisor to manage workflow of aGroupware allows supervisor to manage workflow of a
department via computerdepartment via computer
It allows several people to use software at the sameIt allows several people to use software at the same
time to create documents, keep track of projects, routetime to create documents, keep track of projects, route
messages, and manage deadlines.messages, and manage deadlines.
Groupware enables a supervisor to manage workflow viaGroupware enables a supervisor to manage workflow via
individual computers instead of physically moving peopleindividual computers instead of physically moving people
from place to place or having face to face meetings.from place to place or having face to face meetings.

11. Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
CD-ROM DatabasesCD-ROM Databases
Compact Disk-Read Only Memory (CD-ROM) are very popular dataCompact Disk-Read Only Memory (CD-ROM) are very popular data
storage device.storage device.
 It is a powerful tool for putting masses of information in a form that isIt is a powerful tool for putting masses of information in a form that is
easy to digest.easy to digest.
 Some kinds of information typically found on CD-ROMS areSome kinds of information typically found on CD-ROMS are
encyclopedia, dictionaries, telephone directories, and articles andencyclopedia, dictionaries, telephone directories, and articles and
abstracts on various subjects.abstracts on various subjects.
 Multimedia applications, including video, audio, graphics, and text,Multimedia applications, including video, audio, graphics, and text,
are making CD-ROMs storage of information essential.are making CD-ROMs storage of information essential.

12. TeleconferenceTeleconference
Teleconferencing is the emerging technology thatTeleconferencing is the emerging technology that
allows group of people not only talk with each other butallows group of people not only talk with each other but
also see their video images.also see their video images.
 Currently video conferencing has problems such asCurrently video conferencing has problems such as
high price tag and poor quality video images on thehigh price tag and poor quality video images on the
computer screen.computer screen.
 The technology is, however, continuously beingThe technology is, however, continuously being
improved with the aid of special software andimproved with the aid of special software and
powerful microprocessors.powerful microprocessors.

13. Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
FaxesFaxes
A facsimile machine scans a printed page, converts it to a signal,A facsimile machine scans a printed page, converts it to a signal,
and transmits the signal over telephone line to a receiving faxand transmits the signal over telephone line to a receiving fax
machine.machine.
 The oldest type of machines had to be connected to a machine of theThe oldest type of machines had to be connected to a machine of the
same type. Today’s fax machines do not require the same kind ofsame type. Today’s fax machines do not require the same kind of
machine at the receiving end, and they can transmit a page in less thanmachine at the receiving end, and they can transmit a page in less than
1 minute.1 minute.
 The newest fax machines use digital transmission, which makes itThe newest fax machines use digital transmission, which makes it
possible to use computer program as a receiver. And these newpossible to use computer program as a receiver. And these new
machines are much faster than previous generation machines.machines are much faster than previous generation machines.

14. Managing Information OutsideManaging Information Outside
OrganizationOrganization
News organizations are responsible forNews organizations are responsible for
most of our knowledge of what goes onmost of our knowledge of what goes on
in the worldin the world

15. Managing the News MediaManaging the News Media
What we refer to as “the media” are simply channel of information,What we refer to as “the media” are simply channel of information,
everything from newspapers, radio, television, magazines, journals, andeverything from newspapers, radio, television, magazines, journals, and
newsletters.newsletters.
News is generally characterized into two types: Hard News vs. SoftNews is generally characterized into two types: Hard News vs. Soft
News.News.
– Hard News is out of ordinary, is timely, and is most often public needs toHard News is out of ordinary, is timely, and is most often public needs to
know. Plane crashes and fires are hard news.know. Plane crashes and fires are hard news.
– Soft News stories are timeless; that is they can be used within a widerSoft News stories are timeless; that is they can be used within a wider
framework of time, and most often they have a positive rather than a negativeframework of time, and most often they have a positive rather than a negative
slant.slant.
Within business organizations, hard news includes such things as annualWithin business organizations, hard news includes such things as annual
meetings results, quarterly earnings or announcements of a new product.meetings results, quarterly earnings or announcements of a new product.
Soft news includes material that can inform or educate readers orSoft news includes material that can inform or educate readers or
viewers about company, its vision in the world, and its communityviewers about company, its vision in the world, and its community
activities.activities.

16. Managing Corporate NewsManaging Corporate News
Tools for communicating to the mediaTools for communicating to the media
includes:includes:
Press ReleasesPress Releases
InterviewsInterviews
ConferencesConferences
Op-Ed PiecesOp-Ed Pieces
Letters to the EditorLetters to the Editor
Talk ShowTalk Show

17. Press ReleasePress Release
A press release is an information memoA press release is an information memo
from your organization to the news mediafrom your organization to the news media
fto get your message to the public.fto get your message to the public.

18. InterviewsInterviews
The pitfalls of interviewing can be avoidedThe pitfalls of interviewing can be avoided
by careful preparation and knowledge.by careful preparation and knowledge.

19. Op-Ed PiecesOp-Ed Pieces
Opinion articles by private organizationsOpinion articles by private organizations
can often be found opposite the editorialcan often be found opposite the editorial
page in newspapers.page in newspapers.

20. Letter to EditorLetter to Editor
Letter to the editor must be short, clearlyLetter to the editor must be short, clearly
written, and signed.written, and signed.
Many letters are written to:Many letters are written to:
– Clarify an issueClarify an issue
– Refute a chargeRefute a charge
– Correct a mistakeCorrect a mistake
– Point out needed changePoint out needed change
– Offer an opinionOffer an opinion
– Or, react to the situationOr, react to the situation

21. Talk ShowsTalk Shows
Call-in talk shows, whether on radio orCall-in talk shows, whether on radio or
television can offer your organizationtelevision can offer your organization
channel for communicating your messagechannel for communicating your message
to the public.to the public.
Talk shows are, however, less predictableTalk shows are, however, less predictable
than aby other kind of media.than aby other kind of media.

22. Managing Information ThroughManaging Information Through
Company SpokespersonsCompany Spokespersons
Companies often select one person to be the mainCompanies often select one person to be the main
spokesperson.spokesperson.
This strategy allows for a consistent answer, a singleThis strategy allows for a consistent answer, a single
contact, and a decrease in response variance.contact, and a decrease in response variance.
The spokesperson should be a:The spokesperson should be a:
– Knowledgeable about the company’s overall objectives andKnowledgeable about the company’s overall objectives and
strategies.strategies.
– Well-prepared to speak on issues under consideration.Well-prepared to speak on issues under consideration.
– Comfortable speaking in public and to groups and fieldingComfortable speaking in public and to groups and fielding
questions deftly.questions deftly.
– Assured of full confidence of the company’s managementAssured of full confidence of the company’s management

23. Preparation: The Key to a Good Interview
1. Ask about the subject of the interview, the time, what is
needed, and the deadline.
2. Write out some brief, positive points about your
program/project/event.
3. Anticipate likely questions beforehand, so plan answers. If
possible, rehearse answers.
4. For newspaper reporters, background literature is
welcomed from the interviewer(s).
5. For a surprise interview situation, take a few minutes to plan
message.
6. For a surprise telephone call interview, call right back…after
planning an appropriate message/response.
News Media InterviewNews Media Interview

24. News Media InterviewNews Media Interview
The Interview
1. Answer questions…and bridge to positive points.
2. Be confident; you’re the expert in the interview!
3. Avoid speculation and hypotheticals; it may lead to being misquoted.
4. Avoid technical terms, jargons, and acronyms; only people who are
familiar with your program are familiar with your terms.
5. Do not say “no comment.” If you cannot answer, explain why.
6. Do not be afraid to say, “I don’t know…but I will find out for you.”
7 For TV – keep your answers to 20 seconds or less.
i. Keep your eyes on the interviewer.
ii. Do not fill dead airtime…it’s not your responsibility.
iii. Be honest.

25. Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
END OF THEEND OF THE
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