Today, March 3^rd, The English Department and the School of Business held a well-attended presentation and discussion titled “Professional Communication / Communicating Professionally.” Professor of English Matthew Newcomb, Director of Web Communication and Strategic Projects Rachel Reuben, and Dean of the School of Business Hadi Salavitabar presented on different and complementary aspects of professional and effective communication in a changing world.

Professor Newcomb opened with the themes of trust and control; issues that concern both content-creators and end-users. He discussed different paradigms and how they influence perceptions; for example, some companies wish to tightly control and moderate their corporate image, and so limit the conversation to approved channels, while others allow employee blogs and other open methods of communication. Newcomb pointed out that there are advantages and disadvantages to controlling and to decentralizing—while control might be desirable, it is also potentially stifling. Allowing employees free rein may be risky, but it allows for collaboration and the potential to generate new ideas.

Professor Newcomb also mentioned social-networking, and the issues of trust inherent in online profiles—he noted “you are what you eat”; the importance of being aware of audience, that one’s affiliations are as informative as what one says. He also discussed the trust issue with respect to comment moderation on blogs, Facebook and related sites. What are you comfortable broadcasting (or allowing to be broadcast) to anyone who might see your information?

Professor Newcomb included a list of guidelines for writing on the web and for social media, detailing such things as how much information to include, and to consider people’s reading habits and styles—suggestions like “chunking” information, keeping it clean and simple, realizing that you cannot control your reader, only steer them as best you can. We include here a scan of these guidelines:

Guidelines for web writing

Rachel Reuben continued the discussion with an overview of social networking, including Facebook, Twitter, Linked In, personal blogs (i.e. Blogspot, WordPress, et al.) Flickr, and YouTube. Rachel reiterated privacy concerns, suggesting one might separate their business and personal lives.

Reuben discussed the importance of branding oneself; tying an account to your real name, using a headshot and logo, and being consistent, using those images across sites.

She noted the utility of the microblogging application Twitter as a professional network, saying that she now uses it in place of listservs. Twitter users may have multiple accounts, and so it is easier to separate the business/ professional with the personal. She emphasized the importance of joining groups relative to one’s interests, and building a network from those contacts.

She also mentioned LinkedIn, saying “I hope all of you go home and start a LinkedIn account,” noting that LinkedIn profiles are becoming more and more important, so much so that many employers request a link to one’s profile along with their print resumé. She pointed out that one can add recommendations and endorsements from colleagues, professors, and clients, which—unlike a specific recommendation letter—stay on the profile permanently, thus avoiding constant requests for more letters for each new job application. Here, too, one can join groups and develop professional networks.

Rachel also discussed Flickr and YouTube; both geared more to the creative fields, yet suggested anyone might want to make a <2 minute filmed resumé to offer to potential employers.

For further information, Rachel suggested this article from Ogilvy PR.

Rachel’s Presentation:

Dean Salavitabar closed the presentation with an overview of professional etiquette, discussing the need for decorum and courtesy in direct communications. He diagrammed the professional “business” letter, explaining the “five fingers” of such letters: the heading, date, opening, body, and closing, detailing conventions and the “do’s and don’ts.”

He then moved on to email communication, suggesting that, in a professional environment, emails ought to be composed in a similar manner—clear, concise, and respectful. He noted the importance of the subject line, being aware of one’s audience—asking oneself “To whom am I writing?” “What do they need to know?” and how well you know them. State your purpose in the email early, much like you would a thesis.

One of Dean Salavitabar’s more interesting suggestions was to put in the email contact’s address last—this way, you don’t accidentally send an unproofed email, or send an ill-advised emotional email hastily. Compose the email first, then type the recipient’s address.

Another point he made was that communication—not simply email or written correspondence—is key. Knowing what to say, and how to say it, is incredibly important in succeeding in all fields. Whether written or oral, people will judge you on your interactions with them, and make assessments and value judgments based on those communications.

He suggested utilizing the many resources we have on campus—the English Department, the Career Resource Center, and the Tutoring and Writing Center. All of these options have people willing to help guide you.

Dean Salavitabar’s presentation (Powerpoint prepared by Meghan Rogers) Powerpoint.

Tags: Events

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