20 November 2012

Professional Communication: A Primer

Last night, I had the good fortune to speak at the Sigma Alpha Sigma Mu (SASM) meeting. SASM is believed to be the first sports management oriented professional fraternity in the United States. The members invited me to speak about professional communication.

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-