Communication Tools

OBJECTIVE: Communication is necessary to any business success. In this session we will review the basic forms of communication and equipment available for your business. 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. • 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. Effective communication requires tools and planning. The following discussion will be grouped into: *Basic communication tools *Computers *The Internet Specific tools that can be used for communication include: Landline telephones, cell phones, and Smartphone and fax machines. 1. Mail Even with all the modern methods of communication, regular postal mail is still one of the most powerful tools for a business. It adds a personal touch; it's used for delivering secure documents, contracts, and shipping items. 2. 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. 3. Cell phones/Mobile Phones The cell phone, also called a mobile phone, is used for mobile communications over a cellular network of cell sites. 4. Smartphones Growth in demand for advanced mobile devices boasting powerful memory, larger screens and open operating systems has outpaced the rest of the mobile phone market for several years. A smartphone is a cell phone offering advanced capabilities with computer-like functionality. Asmartphone can incorporate advanced features like e-mail, Internet and e-book reader capabilities and include a full keyboard or an external keyboard. In other words, a smartphone is a miniature computer that has phone capability. 5. Social networking sites A social network is a social structure made of individuals or organizations that are tied together by common interests, often like a community. Internet-based social networking occurs through a variety of websites that allow users to share content and interact around similar interests. It has expanded to include a company's customers. This has created a great opportunity for businesses to generate interaction with present and potential customers through Web-based sites such as MySpace, Facebook and Twitter. A note of caution on Internet social networking: once you put something out there it's hard to take it back, so you have to be careful. 5. Computer A computer is so affordable that it should be included as a key tool in your business. Computers can be purchased for a wide range of prices. For basic word processing, e-mail, accounting, and spreadsheet work you will not require a top-of-the-line computer. The following discussion will focus on the growing number of options that are available: • Desktop • Laptop • Notebook (or netbook) 5a. Desktops: This is the most common type of computer: one that is set up to operate in your office. The computer system should include: • Internet connectivity, a CD/DVD drive and USB ports. • A printer. • Some type of backup storage should also be considered, such as a USB Flash Drive, External Hard Drive or a writable CD or DVD. • An antivirus program is essential. You can purchase one or use a free program; however the free programs will not afford you as much security as the paid versions. 5b. Laptops: A laptop computer offers portability with many of the features offered by a desktop which make it ideal for meetings or if you travel frequently. Drawbacks for laptops include: they are higher in price than desktops, have smaller keyboards and monitors and are subject to theft. 5c. Notebooks and Netbooks: Since their recent appearance,notebooks have become smaller and lighter. The result is that for practical purposes we are going to use the two words interchangeably since there is no longer a significant distinction between them. They both can be described as rapidly evolving categories of small, light and inexpensive laptop computers suited for general computing and accessing web-based applications. They are gaining in popularity especially with students, bloggers, and even some businesses. A caution: their compact size makes them attractive for traveling but if you are considering one to save on the cost of a laptop, you probably will be getting less memory and many do not have full applications or compatibility with your other business applications. Things to keep in mind if getting a desktop, laptop or netbook: • Get as much capability as you can afford. Laptops are not typically as easy to upgrade as desktop computers because of the nature of their construction. • Be sure you get all the features you need when you purchase. • If you do not normally have access to an electrical outlet, get a laptop or netbook with extended battery life. • Keep all documentation, software, and accessories that come with your device. Tablet Computers A tablet computer is equipped with a touch screen or stylus rather than a keyboard to operate the computer. The advantages include using when it is not convenient to use a keyboard and mouse, recording diagrams and symbols, and easier navigation than a keyboard and mouse or touch pad. Disadvantages include higher cost, slower input speed and risk of damage to the tablet screen. *Handheld Devices *Software Auxiliary Products Many products can be used in conjunction with your computer to enhance the functionality and image of your business. These also require software specifically designed to facilitate its usage. • Digital Camera • Scanner. • Don't overlook the importance of making regular external backups to the individual programs used in your business. Backups are commonly stored on CD's DVDs, USB Flash Drives and External Hard Drives. There are also services provided on the Web to facilitate this process. Internet The Internet has become a very important marketing and communication tool. For example, a new marketing tool that is a huge benefit to local businesses is the "local" link on search engines. To demonstrate the power of this tool, please go to a search engine such as Google or Yahoo and enter "Cakes Shops". Then, click on the "local" link at the top of the page and enter your zip code. Presto: local cakes shops will be displayed on a map along with links to their Web sites. Savvy businesses today are taking advantage of this marketing tool. It can be used at a basic level for e-mail communication and for research and it can be used at a more comprehensive level as a channel for selling your products and services. How you use the Internet in your business is up to you. Perhaps you are not ready to sell your products on the Internet, but you are interested in developing a Web site that lets people know what you do. At the other extreme, you may want to use the Internet as your main sales channel. Just remember, the basics are still on the ground - you need products and services that people need; you need to attract people to your Internet site so that they have the option of purchasing these products and services from you; you need to convince them to buy; you need a place to store your products; and you need a way to get them to the purchaser. Edited from My Own Business