Communication Skills for the Digital Age

By Gabrielle

 

"You can't not communicate. Everything you say and do or don't say and don't do sends a message to others."   -- John Woods

"Communication is really all anyone ever gets paid for ultimately...and if you cannot effectively communicate...you will PAY...not get paid..."  -- Doug Firebaugh

 “How well we communicate is determined not by how well we say things but by how well we are understood.”   -- Andrew S. Grove

 

 

With all communication, you must know

–   your purpose.

–   your audience.

–   what they need to know.

–   the level of detail they require.

–   how much they already know.

 

Email Tips

1. Keep it concise- Save time for yourself and your recipient.
2. Never use ALL CAPS- it equates to yelling at someone.
3. Use the subject line to get your point across.
4. Remember that your email is documentation and may be read by others. 
5. When possible, don’t replace all face-to-face communication with email.
6. Proofread before you send.  Ensure accuracy and use spell check.
7. Don’t spam people or they will stop reading your email.  Watch your frequency of emails.
8. Respond promptly to email whenever possible.
9. Use your “out of office” feature and provide alternative contact information when you are away or people will think you are being unresponsive.
10.  Back up important email to easily retrieve data when the network is down (or worse, when your computer dies).

 

Phone Tips

1. Always put a cell phone on vibrate when in a public place (or better yet, turn it off when possible).
2. When speaking on a cell phone in a public place, speak quietly and keep conversations to a minimum.
3. Never make calls very early or very late in the day.
4. Return calls promptly.
5. Always be prepared that you will get voice mail.  Don’t hang up on a machine or voice mail; leave a concise message, and always leave your phone number even if you know the person you are calling has it.
6. When making a professional call, always have a purpose.  Have relevant documentation nearby.
7. Keep the conversation professional, but include limited social conversation when appropriate.  Cater conversation to style of person you are calling.
8. If you are asked a question you don’t know the answer to, tell the person you will look into it and call them back.  Do so promptly.
9. Take notes during important conversations and file them for easy retrieval.
10.  At the end of your conversation, summarize what was discussed.

 

Presentation and Web Design Tips

1. Ensure accuracy of content.
2. Use sans serif fonts such as Arial.
3. Use large enough font size for easy viewing.
4. Use photos instead of clip art whenever possible.
5. K. I. S. S.
6. Don’t use too much text on the screen.
7. Use colors that complement each other.
8. Don’t clutter the screen with too much content.
9. Don’t use bright colors.
10. Don’t use sound unless it serves a purpose.
    
    

Video Teleconferencing Tips

1. Make certain you are familiar with the equipment; practice beforehand.
2. Maintain eye contact and involve all participants.
Dress appropriately- solid colors work best.  Avoid black, white, or stripes.
Be cognizant of inflection and intonation, and use an enthusiastic voice.
Move and gesture slowly.
Use appropriate multimedia to support your topic.

 

 

Personal Digital Assistant (PDA) to Facilitate Communication

 

1. AvantGo- http://avantgo.com -  This is excellent, free software to easily capture any web page for display on your PDA.  It is also great if you need to have portable content such as educational information.
2. Vindigo- http://vindigo.com - Free or fee (well worth the $24.95 annual fee for the full-powered version), this software is a powerful tool for those who travel frequently, even just into the city nearby.  Download reviews, directions, and contact information for restaurants, museums, movies, music, shopping, services (gas, ATMs, etc.), and more, then use the interactive maps for your personal navigator.  Best for walking cities such as New York and London, but also available for Orlando, Miami, Atlanta, Los Angeles, San Francisco, and dozens of other cities in the U.S.
3. Keyboard- To take full advantage of the portability of a PDA, purchase a compatible collapsible keyboard.  
4. If you don’t have a keyboard, learn to use the writing function effectively through using Graffiti or many less known products such as Dotnote Hack.
5. Use the business card function so you can beam your card to associates.
6. If appropriate, go wireless.
7. Keep updated on releases of new software on the web or on a listserve.
8. HotSync frequently to keep your data current.