I covered what I consider to be a primer on professional communication. While each topic itself could have been a session, we worked on email etiquette, letter writing, socializing at networking events (e.g., career fairs), and writing a thank you note. The summary handout I left with the students is reproduced below. It should help you get started on improving your own communication practices.
If you are a student at Ohio University, please watch our listserv for other workshops like this one in the future. Thank you to the SASM members for working with me last night! MEP
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Professional Communication
Workshop Summary Sheet
19
November 2012
EMAIL
v
Include
a proper and professional greeting
v
In
the text, address reason for contacting, provide possible meeting dates, times,
and/or locations as needed
v
Include
a proper and professional farewell
v
Please
check the text for proper spelling and grammar; no contractions, no cursing, no
slang
v
If
including contact information, hyperlinks, quotations, or other information at
the bottom of your email, please check for proper spelling and grammar
v
If
attaching files, double check to attach them
THANK YOU LETTERS
v
When
to write one depends upon style (e.g., email, hardcopy) as mail takes time
v
Should
be concise, but also cover key points from prompting context (e.g., a reminder
of a conversation or a great piece of advice given)
v
If
hardcopy, then handwrite, but write out what you want to say ahead of time to
minimize errors and internal editing as you go. When you write the letter, it
should be a final copy the first time
v
Please
check the text for proper spelling and grammar; no contractions, no cursing, no
slang
INQUIRY LETTERS
(INFORMATIONAL INTERVIEW)
v
Letters
to arrange telephone, SKYPE, or in person interview
v
State
reason for writing
v
Use
connections to assist in obtaining the interview
v
In
the text, address reason for contacting, provide possible meeting dates, times,
and/or locations as needed
v
Please
check the text for proper spelling and grammar; no contractions, no cursing, no
slang
INQUIRY LETTERS
(JOB OR INTERNSHIP)
v
Please
note, this is not a cover letter
v
Letters
to arrange telephone, SKYPE, or in person interview
v
State
reason for writing including type of position sought, where discovered, and/or
if someone suggested you contact the person
v
Use
connections to assist in obtaining the interview
v
In
the text, address reason for contacting, provide possible meeting dates, times,
and/or locations as needed
v
Please
check the text for proper spelling and grammar; no contractions, no cursing, no
slang
BASIC NETWORKING
SKILLS
v
Dress
for the event plus a slight level above expectation
v
Have
business cards available, but do not hand out to everyone you meet (unless
appropriate)
v
Examine
the room before setting off by walking around or glancing from a corner area
v
If
possible, know guest list or target certain people to meet ahead of time
v
Be
friendly and not always on
v
Know
your history so you can bring pieces up as needed rather than constantly
telling your life’s story
v
Open
your eyes and ears and close your mouth when others are speaking
v
Take
breaks from the event to refresh and to take notes, mental or otherwise
v
Put
nametag (if sticker) on opposite side of how you shake hands
v
Smile
as you walk around even if not speaking to someone at that moment, you are not
Steven Segal
v
Respect
others as you move around because someone you hovers or intrudes on a
conversation is not always well received
v
Find
a way to follow up (e.g., Linked In, email, telephone call)
v
Relax
because you know yourself, you are interesting, and you find others interesting
too; they are just people like you
-END-
