Communication through the Internet

1. Communication through the Internet

2. Modern life and business has become easier thanks to the contribution of the Internet technology. however it was not created overnight.It took a long time until networks could be connected together. From here the Internet has had a tremendous impact all over the world.

3. The foremost target of Internet has always been the communication. And Internet has excelled beyond the expectations. Now we can communicate in a fraction of second with a person who is sitting in the other part of the world.

4. What is Internet? • Internet is such an important thing nowadays. Most of us use it every day whether to search for information, to find friends and even to buy groceries • The Internet is a global system of interconnected computer networks that interchange data by packet switching using the standardized Internet Protocol Suite (TCP/IP).

5. What is Communication? • Communication is the process of conveying information from a sender to a receiver with the use of a medium in which the communicated information is understood by both sender and receiver. It is a process that allows people to exchange information by several methods.

6. What are the advantages in communicating through the Internet? • . It has allowed people to correspond with each other in faster, more efficient, and often inexpensive ways. • We use email and instant messengers to keep in touch with family members, friends, and perhaps even business associates. • sometimes we feel more comfortable conversing with people when we can’t see or hear them.

7. Email is readily available to anyone who has Internet access also. There are several free email providers, such as Yahoo! and Hotmail.

8. Using Symbols: Emoticons • The special characteristic of instant messengers is that you can use emoticons to express feelings and other actions. Emoticons are images that appear after the user has typed in a code.

9. Email Communication • Email communication is now used by thousands of people every day. They use it to send documents for business or school, to catch up on the latest news with their friends and family, or to send pictures, jokes, and forwards. • It is phenomenal, and it happens without the use of paper, pens, envelopes, and stamps • Most instant messengers are free, communicating with them not only fast, it's also cheap!.

10. What are the disadvantages in communicating through the Internet? • Although there are many advantages to email, there are also several negative aspects too. While writing a letter can be as simple as picking up a pen and writing words on paper, composing an email can be much more complicated. Despite efforts by email providers to simplify email composition, still, writing an email can be a difficult task for the computer illiterate.

11. For example: • John Smith: “My mother is one of those people who sees computers, specifically internet knowledge, as a foreign language—a language she’d be able to survive without knowing, and therefore, she’s very reluctant to learn. She recently broke down and got an email account so that she could keep in touch with my sister and me while we are away at school. It has taken numerous lessons from my sister, my father, and me to get her to the point where she understands just enough that she can write an email and reply to one”.

12. 2. Besides the complication aspect, there are other cons to using email. While you can send electronic packages through email, such as attachments containing text or pictures, you can’t send actual three dimensional packages.

13. 3. Another negative aspect of emails is receiving unwanted mail and attachments. Businesses can send out junk mail to you email accounts just like they send junk mail to your mailboxes at home. Besides junk mail, you may receive forwards containing useless information that can waste your time, or you may receive viruses through emails that can destroy the hard drive on your computer.

14. 4. A very important con of email communication is the possibility of being misunderstood. Because you cannot see or hear the person with whom you are communicating and vice versa, there is a chance that something that is said may be misinterpreted. If, for example, a friend sends you an email and says something with sarcasm, you may not pick up on the sarcastic tone. This is because you can’t hear their voice as they say it, and it can cause arguments and hurt feelings.

15. 5. When speaking on instant messengers, we are cut off from those visual and audio clues that we usually rely so heavily on, often without thinking about it, in face-to-face conversations. 6. As with email, it is possible to receive viruses through instant messengers. It is important to be cautious when people send you files over the instant messengers. Anytime someone sends you a file, think carefully before accepting it.

16. Conclusion • Despite certain cons of using email and instant messengers, both communication mediums are popular and convenient. Today, more and more people use email and instant messengers to communicate with each other. They give people the chance to correspond with one another in fast, cost effective ways.

17. Effective Business Communication

18. Netiquette = E-mail & Internet Etiquette • E-mail message - No nonverbal expression to supplement what we are “saying”. • Normal communication takes into account tone of voice, gestures, and proximity • Since this is absent – be very careful with email

19. Email Addresses What impression does yours leave???

20. Email Contacts • Organize contacts by first and last name • Makes you much more efficient and professional

21. Email Length? • Brief and to the point • Preferably one page • Readers should not have to scroll

22. Content • Never use ALL CAPS • Watch for typos • Use normal capitalization and punctuation • Use correct grammar & spelling • Avoid long sentences

23. Replying • Return emails in the same day that you would return a phone call

24. Salutation • Write a salutation or greetings for each new subject email

25. Subject Lines • Always use a subject line • Make the subject line meaningful • Example: “April 22 production team meeting agenda” instead of “meeting”

26. Signature • Always use a signature or name at the end • Includes alternate means of contacting you

27. Wording? • Use active words instead of passive

28. Privacy? • Emails = public documents • Only include those statements in email that you can openly defend

29. Attachments • Attachments: Title needs to make sense • Large attachments??

30. Flaming? • Never “flame” someone. • Flaming = virtual term for venting emotion online or sending inflammatory emails.

31. Sensitive Issues? • Never send an email about sensitive subjects. • Examples: • Disciplinary action • Conflicts about grades or personal information • Concerns about fellow classmates/co-workers • complaints

32. Reply All?? • Be very careful

33. Forwards?? • Do not over use the forward button

34. Telephone Communication

35. Impressions? • How you conduct yourself on the telephone = face-to-face interactions

36. Answering the phone? HELLO

37. Guessing Game? • Identify yourself, office or organization in as few words as possible

38. Tone • Cheerful and considerate attitude toward each telephone caller. • Smile when you answer or talk on the phone • ***It will show on the other end.

39. Identification? • Give your name when the telephone is answered, before asking for the person you are requesting

40. Mumbo Jumbo!! • Enunciate your words very carefully

41. Considerate • Keep business conversations to the point

42. Holding??? • Do not keep someone on hold more than 30 seconds.

43. Leaving a message! • Always leave your phone number if you ask someone to call you back • Even if you think they have it

44. Listening Well!! • Listening is essential whether in person or on the phone

45. Message Systems • Make sure your voice mail or answering machine work properly

46. Call Me Back!!! • Always return your calls on the same day

47. Timing? • Think about the time when making a phone call. • Not acceptable to call someone before 7-8 a.m. and after 8:30-9 p.m.. • Avoid meal times

48. Opps! • Never hang-up when you realize you have a wrong number • Apologize and then hang up

49. Ring Time? • When calling someone, let the telephone ring a reasonable length of time

50. Call Times? • Calling a business at or very near closing time = inconsiderate