Professional
Communication
Etiquette: Cell Phones, Emails & Texts, Oh My!
Marketing
Daniel Sloan Marketing Specialist
Trident University International
Center for Career &
Workforce Strategies
Tanya White-Earnest Director
TUI Center for Career & Workforce Strategies
Turn off email, phones, instant messaging
Get involved in the webinar
Use the Q&A panel to submit your questions
Let family/colleagues know you are on a webinar to avoid distractions
Participant phones are muted
GET THE MOST OUT OF YOUR WEBINAR TODAY
714-816-0366 X1943
Contact
Information
Presented by Tanya White-Earnest
Webinar
Wednesday
Agenda
Discuss professional etiquette tips to help you reach out to employers Provide an overview of what works, and what doesn’t, in professional communication Share the expectations of recruiters, hiring managers and HR professionals
In today’s webinar we will:
POLL
Absolutely – I do it all the time
Maybe once or twice
I didn’t know it was allowed
I’d rather send an email
Are you serious? I don’t even text
my friends.
Have you ever sent a text to a hiring
manager or recruiter?
Reaching Out to
Communicate
TEXTING
Professional Communication
Professional Communication
Etiquette
60% of recruiters use text
98% of text messages are
opened
HR Managers text interview schedules, reminders, updates, instructions
Phone tag is eliminated/
spam filters avoided
Digital trail can be
referred to later
30% of U.S. households
do not have landlines
A level of formality and professionalism is expected
90% of text messages are replied to within 3 minutes
TEXT TALK
• Communication is a big part of our day-to-day lives and in the work environment it has to be just that – professional.
• Text talk or social media abbreviations do not belong in your job search materials.
• If you’re truly serious about your search for employment, you must be professional in every aspect of your efforts.
From Social-Hire.com
TEXT TALK IS
INAPPROPRIATE
“Professional written communication, including your resume, cover letters, emails and online application forms, are not the appropriate forums for text talk.”
• Does ur ad close 2mor?
• I wld like the chance to meet u in person 4 a i/v :-0
• I’m a grad w 1 yr caz work exp
• I am avail a/t 4 interview
• I need to find WRK …
• You can CM on the numbers listed at the top
• FYI, also completed a grp project at Uni on same
From Social-Hire.com
Do Not Use emoticons in your
text messages (or emails) no
matter how tempting!
Candidates can mistakenly take
texting too far – corresponding
via text and sending thank you
notes following interviews.
Texting is open to
misinterpretation
Texting removes the human
element – no visual, auditory or
facial cues, body language or
voice
TELEPHONE Professional Communication
Professional Communication
Etiquette
• Who is this message from?
• Why is this person calling?
• Who are they calling?
• What information do they need?
• What incentive are they leaving to
received a call back?
SAMPLE:
The Importance of listening Take notes if you can
Don’t interrupt
Repeat/rephrase/summarize
Clarify next steps and expectations
How to Speak Clearly Sit or stand up straight
Smile (if appropriate)
Speak directly into the phone
Speak slowly when leaving a message
Carrying On A Conversation Identify yourself at the outset of call
Focus on the call, not distractions
Don’t eat or drink while conversing
Show interest in what they are saying
Conversation Structure (call/message) Greeting/Introduction Reason for call Information Summary Good Bye
Good to Know: If using your personal phone for professional communication, ringtone and greeting should be appropriate. “Yo, leave a message” or “You know what to do” is not an appropriate VM greeting, Blurred Lines isn’t the best song to greet recruiters
Leaving a Message?
Tell them who you are
Tell them why you are calling
Tell them how to contact you
Tell them
Be Prepared for
the Conversation Plan – or perhaps practice - what you are going to say
Watch your vocal tone (smile on the phone, when appropriate)
Let them know who is
calling
Leave contact information
on VM , even if you think
they already have it
Turn your phone off in the interview or other professional settings where not appropriate
You can only use your voice, so make it work for
you
Have your phone prepared to accept
professional calls – greetings and ring tones
NEVER ASSUME OTHERS KNOW WHO
YOU ARE AND WHAT YOU WANT!
Answer your phone in an
appropriate tone and with
appropriate language
Never leave the
conversation without saying
“good bye”
Take Away #1
Take Away #2
Take Away #3
Take Away #4
Take Away #5
EMAIL Professional Communication
Professional Communication
Etiquette
When You RECEIVE an email: Don’t just skim – read Reply appropriately Address each point as appropriate Don’t use slang or abbreviations If you won’t be available at certain times, use your out of office or vacation auto responder (even personal emails have this feature)
• Email is NOT Texting
• Do not send “text emails” from your phone. If you use your phone, take time to compose a real email
• Texting is generally not appropriate to initiate in professional interactions (job search), use email instead.
Picture Credit: TheLadyLike.com
Professional Communication
Etiquette
EMAIL DON’T
RESPONSE
DON’T
Have an email signature – Include contact information
Cover letter is body of email
when applying for a job – Cover letter should not be
attachment
Address to a person whenever
possible – Use company website or LinkedIn or
Google, etc. to find information
Ensure you have a subject line – Get attention
Avoid spam folder
Samples
Subject Lines: (Job Search) Communications Director Position Marketing Associate Position/ Your Name
Signature: First Name Last Name Email Address Phone Cell Linkedin Profile (optional)
General Salutations: Dear Hiring Manager To Whom It May Concern Dear Human Resources Manager Dear Sir or Madam Dear Company Name Recruiter
Not Sure of Gender: Dear Sydney Jones
Dear Taylor Smith
Conclusion: Mention attachments Thank them for reading Indicate how you will follow up
Spell Check, Grammar Check: NEVER send
without proofing. Send a test message to
yourself to check formatting
Check the spelling of the recipients name
and ensure it is correct: especially if you are
responding to their email – there is no
excuse. Internally – no excuses!
Use an APPROPRIATE email address.
“HotSexyMamma@hotmail” or
[email protected] is not
appropriate. Use Your Name!
Be clear and concise in your
communication: State your
purpose and expectation
Give enough information to
Make sure they know how
to contact you and check
your email regularly, even
the spam folder!
Take Away #1
Take Away #2
Take Away #3
Take Away #4
Take Away #5
SOCIAL MEDIA Professional Communication
Professional Communication
Etiquette
Communicating
Through Social
Media Make a connection
Build a relationship
Be sure you’re qualified
Patience is key
Make sure your profile is up
to date and effective
Connecting On
Social Media
• According to Undercover Recruiter.com –
– Don’t contact recruiters or HR on multiple sites – choose one and
– “Don’t bombard them with messages and requests. Reaching out through multiple platforms will only annoy recruiters, placing you on their stalker list instead of their list of qualified candidates.”
Questions
Upcoming
Webinars
Don’t forget to mark your calendar for other upcoming Center for Career and Workforce Strategies events including:
• April 27, 2016 – Social Media – Daniel Sloan
• May 11, 2016 – Career Search in the 21st Century – Dr. Bruce Gilles
Connect with CCWS
• Call us at:
714-816-0366 extension: 1943
• Email us at:
Thank You!
We appreciate you joining us today for:
Professional Communication Etiquette – Cellphones, Emails, and Texts, Oh My!
We hope you enjoyed and learned something new from the session Watch for the email containing the link to the recording and the Slideshare for today’s webinar Please be sure to leave your comments and suggestions as you log out See you next time!
Thank You For Attending
Top Related