Effective Communication in the Digital Age

1. Chapter 10 Internal Business Communication- Electronic media and Shareholder

2. About 1.What is an Intranet? • Advantages and disadvantages 2. Communicating through email • Principles of email communication • Email etiquette 3. Communication with shareholders

3. Communication through Intranet Characteristics • Private website exclusive to the company • Tool for internal sharing of information • Suited for different types of organizations • Facilitates communication and distribution of information

4. Benefits • Discourages rumors • Helps shortlist ideas prior to meeting • Saves time • Avoids information overload created by email Disadvantages • Initial expense • Maintenance and updating of content • Investment in employee training • Resistance from “old economy” employees

5. Communicating through E-mail Principles of email communication • Attention to content – confidentiality not guaranteed • Attention to tone – email is impersonal and brief • Specific subject line – indicates content • Important information first – facilitates reading • Explanation of attachments – helps assess priority • Use of “to” and “cc” – messages to right people

6. Principles of email communication • Attention to appearance and brevity – increase readability • “WIFM” principle – stress reader benefits • Clearing and organizing mailbox – easy retrieval • Proof reading messages • Email vs. face-to-face communication – appropriate use

7. E mail Etiquette • Watch “P”s and “Q”s – polite language • Avoid “shouting” – use of all caps • Avoid “emoticons” – symbols and acronyms • Use salutations and sign-offs – personal tone • Respond promptly • Avoid misuse of email

8. Communication with Shareholders Reasons for communication • Owners of company • Maintain confidence in company’s management • Raise capital for expansion • Discourage rumors during bad times

9. Aspects of shareholder communication • Communication during good times – information on progress • Crisis communication – need for transparency • Channels of communication - brochures and mailers - meetings and conferences - factory and site visits • Overall guiding factor – shareholders are owners