Unit 4 2010 - Unit 4: Technology, Document Formats and...

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Unit 4: Technology, Document Formats and Meetings
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Copyright, Carolyn E. Kerr, 2009 4-2 Unit Table of Contents Unit 4: Technology, Document Formats and Meetings . .......................................................................... 4-1 Unit Objectives . ...................................................................................................................................... 4-3 Telephone and Voice Mail . .................................................................................................................... 4-3 Email . ...................................................................................................................................................... 4-5 Document Formats . ............................................................................................................................... 4-6 Visuals Design. ...................................................................................................................................... 4-12 Planning and Preparing for Meetings . ................................................................................................. 4-16 Conducting and Attending Meetings . .................................................................................................. 4-18 It’s Yo ur Turn Practice Activities . ...................................................................................................... 4-19 Learning Check Assignment Description . .......................................................................................... 4-20 Endnotes . ............................................................................................................................................. 4-21 Unit 4: Technology, Document Formats and Meetings
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Copyright, Carolyn E. Kerr, 2009 4-3 Unit Objectives To understand basic guidelines for telephone and voice mail To understand basic guidelines for email To understand basic document formats To understand basic considerations of visuals design To understand planning and preparing for meetings To understand conducting and attending meetings Telephone and Voice Mail It may seem unnecessary to spend time talking about using the telephone and voice mail. Your generation has grown up with those tools. The reason for this discussion is to talk about them in a business context. This discussion will be largely lists of tips for more effective telephone and voice mail. Telephone Tips When using the telephone, remember these important guidelines. Try to answer the telephone on a first or second ring. Answer the phone either as your company dictates or with your first and last name. If you are in a service j ob you might also add the company name and “How may I help you?” Pace your discussion for the needs of the person to whom you are speaking. If they need to write things down, first ask if they have pen and paper handy. Give them time to get it. Then pace your speech to let them capture what they need. Do not put people on speakerphone without their permission. And do not let anyone listen in on a speakerphone conversation without the permission and knowledge of the person on the other end of the phone. When speaking with someone on or from a cell phone, realize that there can be lags and echoes and adjust accordingly. Adjust your conversation to your circumstances. o If you are in a cubicle, try to keep your volume down. o If you are in a public place, keep cell phone conversations short and quiet. Concentrate on the conversation. Unless the other party knows you need to look up information on the computer as you speak, resist the urge to multitask. Unit 4: Technology, Document Formats and Meetings
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Copyright, Carolyn E. Kerr, 2009 4-4 Voice Mail Your Outgoing Message Here are some things to keep in mind before you record your outgoing message. Keep your message short and business like. If you change it to note specific dates, remember to change it back once those dates have passed.
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This note was uploaded on 08/14/2009 for the course BUSORG 1101 taught by Professor Neff during the Fall '08 term at Pittsburgh.

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Unit 4 2010 - Unit 4: Technology, Document Formats and...

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