Here are some of communication technology that employees needs when working at the office:
Telephone & Voicemail ( Telephone is one of the most useful thing in an office. It helps the staff communicating between them or with clients no matter the distance. With a telephone you can arrange meetings, solve problems, sales etc. Voicemails are very useful for greetings and receive messages in busy times when you can’t answer the phones)
Mobile phone (texting has become the most personal form of business communication. A quick text to an employee with information about the job they are working on is low key, nondisruptive and takes less time than a phone call.)
Conference calls ( conference calls can be used daily to meet with remote parties, both internally and outside of the company. You can client meetings or sales presentations, project meetings and updates, regular team meetings, training classes and communication to employees who work in different locations. Conference calls is a key for cutting travel costs and allowing workers to be more productive by not having to go out of office for meetings.)
Email (This kind of technology-based communication allows you to take care of customers, partners and other stakeholders without lengthy conversations while maintaining a record of exactly what was communicated )
Videoconferencing ( you can save both time and money by using videoconferencing for meetings with staff from various offices. This is an especially useful tool for maintaining camaraderie among office personnel despite long distances Applications such as Google Hangouts and Skype allow you to see one another while you hold your meetings.)
Social Networking and Relationship Marketing (social network sites such as Facebook, LinkedIn and Instagram can be essential to getting your message out. These sites are places to do relationship marketing and make announcements about new products, specials or events you are hosting.)
Tone of voice Pace and volume Pronunciation Grammar/Vocabulary Answering and ending calls Taking messages
Positive impressions by the phone : Tone of voice: A defined tone of voice is essential in establishing clear communication between both parties. Your tone of voice projects your company’s brand. Keys for a good tone of voice can be smilling when you speak, breathing into your stomach and not from your chest, compassion and empathy. Pace and volume: so the speaker bears responsibility for maintaining a pace and volume that allows listeners time to digest the content. Such a pace also gives the speaker time to think about what he or she is saying and to maintain a meaningful connection to the content.
Pronunciation: Good pronunciation makes a good impression. You can have a large vocabulary but if you pronounce the words badly then you will not communicate well. On the other hand, if you have a small vocabulary but pronounce the words well, then you will be a better communicator.
Grammar/Vocabulary: Vocabulary is necessary to express your ideas with precision. Correct grammar has a similar function, and it also prevents readers from ignoring the quality of your ideas because of superficial errors. The writer’s job is to use appropriate vocabulary and grammar to make the reader’s job as easy as possible.
Answering and ending calls: If you answer the phone in a professional manner, the caller may be more motivated to give you their business. They may also feel welcome to ask questions, find solutions and offer loyalty to your organization. By answering the phone properly, you show the caller that you respect them and care about what they have to say.
Ending the calls are very important too to cause a good impression . Always make sure that the person on the other side is all set before hanging up the phone to end the call courteously.
Taking messages: All messages should include the name of the caller, the name of the business, a phone number to return the call, and brief message stating the purpose of the call. You can start by asking for the person's name, their call back number, and the name of the business. All these details are very important in case you get disconected to the person that you are speaking to.
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