Computer & Communication Tools

Types of Communication
Communication is key to any business success. Unless potential clients and customers are
 aware of your business, they will not have the information to contact you or to purchase your products. When they are aware of your business, they must be able to contact it easily.

Two types of communication are essential - external and internal.

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  External communication reaches out to the customer to make him or her aware of your product or service and to give the customer a reason to buy. This type of communication includes your brochures, various forms of advertising, contact letters, telephone calls, Web sites and anything else that makes the public aware of what you do.
  
  Image is extremely important in external communication! Your logo should represent who you are; your letterhead should be a selling tool; your telephone message should reflect your professionalism.
• Internal communication is essential to attracting and retaining a talented staff. You must provide the direction for the company by consistently communicating that message; you must motivate your staff through various forms of communication, which can include awards, newsletters, meetings, telephone calls and formal and informal discussions.

Effective communication requires tools and planning. In this session, we will discuss those tools, as well as planning guidelines, to facilitate this key element of your business, communication. The following discussion will be grouped into:

• Basic communication tools
• Computers
• The Internet

Basic Communication Tools

Specific tools that can be used for communication include landline telephones, cell phones, smartphones and fax machines. The lines between the devices are blurring. For example an advanced cell phone (the smartphone) can contain many of the functions of a computer including Internet, email, faxing, word processing and more. For this discussion, each device will be presented as a separate entity.

Landline 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 (landline) 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. Here are some telephone tips:

• It is important to treat the telephone as an important business tool. Record a voice mail message that indicates when you will return the call and then continually check your voice mail to return calls promptly.
• Have a separate line for your business phone and your personal phone. Don't have family members pick up or use the business phone. Get any required extra telephone lines installed before you start.
• A remote (voice mail) answering system is usually more desirable than using an answering machine. Voice mail is reliable, reasonable in cost, accessible from anywhere and projects a more business-like image.
• The need for an 800 number is becoming less important because long-distance rates are much more affordable.
• Consider using either a wireless or corded headset for both landline phones and cell phones. It is clearer, safer and you can move about with free arms.
• When leaving phone messages, clearly state your name and phone number at the beginning and the end of the message.
• Be polite in cell phone use! Good business courtesy includes avoiding being interrupted by telephone calls when in a meeting or during a business lunch.