LESSON 5

Part 2
Physical and Virtual Meetings
The outset of technology and the
advancement of internet connectivity give
favors to many businesses. Business
meetings and contract deals have been
eased by the use of computers and smart
phones.
Virtual Meeting
And Its Benefits
Virtual meetings can be done using
technological innovations like
computers and software
applications. Doyle (2019) explains
that people attending virtual
meetings do not need to leave
their home or work station.
Benefits of Virtual Meeting
1. Virtual meetings save time
and energy.
2. Virtual meetings are also
inexpensive.
 Face To Face
Meeting And Its
Benefits
 Face to face meetings are the
usual meetings that are
conducted by people in the
same venue and in person. The
place can be in the office, at a
restaurant, a conference room, or
at the coffee shop.
 Benefits of Face to Face Meeting
1. Meeting people face to face is freer than
it is held online.
2. When meeting face to face, people have
to be at the particular venue at the given
time.
3. Feedback is an important aspect of face
to face meeting.
 Face To Face
Communication
By Ronel M. Sapungan
 In its instructional manual, IT & Business
Process Association Philippines (IBPAP) presents
two definitions of face-to-face communication:
1.Face-to-face communication is the exchanging of
information, thoughts, and feelings between the
sender and the recipient.
2.Face-to-face communication takes place during
one-on-one discussions, informal groups, meetings,
and more
 EMERITUS
ALBERT
MEHRABIAN
 EMERITUS ALBERT
MEHRABIAN
He is a UCLA psychology Professor who revealed the
following findings:
• Seven (7) percent of meaning is conveyed through the
spoken words;
• Thirty-eight (38) percent of communication is credited to
how one speaks like tone of voice; and
• Fifty-five (55) percent of communication occurs through
facial expression.
Top benefits of face-to-face
communication, and
scenarios where digital
should be the last choice
(Megan Baker and Jelena Milutinovic of the Australian
Institute of Business)
 Stronger working relationships
Your presence at the workplace signifies your interest
and cooperation with your fellow employees. The more
familiarity and exposure you have with your co-workers
ensure better interaction. It establishes trust among
yourselves and better working relationship. You also
promote a sense community or belongingness. However,
in your absence, you can choose email or
teleconferencing to communicate. Phone calls or video
calls will keep the connection stronger.
Perception of thoughts and feelings
Through face-to-face communication you will be able to
express exactly your personal thoughts and feelings.
Non-verbal cues or body language are equally
important as the words you say. Effectiveness of hand
gestures and facial expressions can easily reinforce the
message you wish to convey. Everything from non-verbal
communication contributes to your attentiveness,
engagement, and understanding of your perceptions
through face-to-face communication.
 Engagement and innovation
Face-to-face communication enriches the sense of
belongingness and collaboration. It creates a
healthy environment that inspires and motivates
employees to be more innovative and productive.
Innovations and productivity are important for
employee’s promotion and self-actualization. The
environment that promotes engagement and
innovation contributes to company growth and
culture.
 Addressing sensitive issues
Face-to-face communication is necessary when
discussing pressing issues or addressing sensitive
concerns in the company. When it occurs, you
should keep your phone, stop working on your
computer, and make effort to engage with the
persons. While communicating through technology is
effective, face-to-face communication is much
preferred more importantly when you are dealing
with pressing problems that need urgent solutions.
 Clear and concise communication
Miscommunication or misunderstanding is
often minimized when you do face-to-face
communication. You may be giving incorrect
information, but you can immediately correct
it for better understanding. In face-to-face
interactions, you can easily persuade your
thoughts and perceptions than writing emails.
Face-to-Face &
Online Meetings
Etiquette
1. Know your surroundings
• Virtual meetings or online class sessions require a quiet and
conducive place where learnings and mutual understanding
can be achieved.
• Adjust your place setup so your face favors the light. Make
sure that you have a professional background. It must be work
appropriate. This means that no beds are in the background,
no messy rooms or open closets, and no nonsense arts or
frameworks.
• Free the place from unhealthful noise like screaming child,
barking dogs, or honking cars.
2. Dress appropriately
•Your attire should be work or school
appropriate.
•Think that the best part of actually
getting ready while working remotely is
that you want to be effective and
productive.
3. Listen carefully
•Be an active listener.
•Leave the computer keyboard alone.
Remember that your typing may distract
your focus. It prevents you from devoting
your full attention to the details of the
meeting. Pick a good headset, your
notebook and pen to take essential notes.
4. Unmute your microphone when you wish
to talk.
•When you are not going to talk, keep
your microphone on the mute mode.
•Muting your audio when you are not
speaking allows other attendees the
chance to fit in and share their views
and feelings.
5. Speak clearly
•When you join any virtual meeting,
introduce yourself and say hello or hi.
•If you come late in the meeting, you
may use the chat box to greet the
people and to let them know of your
presence.
6. No food, please.
•No eating is a strict rule that
participants have to observe during
the virtual meeting.
•To avoid craving for food during virtual
meeting, eat few minutes before the
actual time of meeting.
7. Remain seated and stay present
•Stay focused. Be patient staying seated
while attending the meeting.
•Doing other things while attending a virtual
meeting might distract other participants.
You had better turn off your webcam if there
is an emergency or a very important
personal needs to attend to.
 Writing
Correspondence via
Print or Email
 Business Letters
are formal letters used for
business-to-business, business-
to-client, or client-to-business
correspondence.
 Elements of a business letter
• date and sender’s address
• recipient’s address
• Salutation
• body of the letter
• closing paragraph
• A business letter uses a formal language.
• A business letter is written for many reasons. It is used
to…
 request direct information or action from another
party
 order supplies from a supplier
 identify a mistake that was committed
 reply directly to a request
 apologize for a wrong or simply to convey goodwill.
 A business letter is also very
useful because it…
•produces a permanent record
•is confidential and formal
•delivers persuasive and well-
considered messages
• Its introductory paragraph should be brief
establishing the content and purpose of the
letter.
• Its middle section should contain the details of
the message in logical order.
• Its concluding paragraph is short, politely
requesting action, thanking the reader, or
providing additional important information.
 Preparing
Endorsement &
Follow-up Letters
 Request an Endorsement
1. State who you are, the name of your company or organization, and your position or role.
Remind the reader of your relationship to him/her, if necessary.
2. Use clear, specific language to request the endorsement (clearly describe what it is that you
would like endorsed).
3. Explain why you are requesting the endorsement, what it will be used for, why you feel that the
endorsement is necessary or why you merit receiving the endorsement, and so forth.
4. Include guidelines for the format, length, or content of the endorsement letter. Also, indicate
anything else that the reader needs to do to provide the endorsement, such as filling out
attached forms and the like.
5. Indicate by when you need the letter of endorsement.
6. Consider providing a preaddressed, stamped envelope with your request letter if the
endorsement letter is to be mailed.
7. If you plan to make a follow-up call to the reader, indicate in your letter when you intend to do
so.
8. Thank the reader for considering the endorsement.
 Give an Endorsement
1. Indicate what or who it is that you are endorsing.
2. Substantiate (or give reasons for) your endorsement.
3. If you are endorsing a person for a particular position, role, job, etc., include
how long you have known the person, in what capacity, the positive qualities
of the person that make him/her a suitable candidate for endorsement
(including accomplishments and abilities), etc. Be as specific as possible.
4. If necessary, indicate the next step that should be taken or what will happen
next. Include a time frame, if appropriate.
5. You may want to include your contact information and offer to give further
information upon request.
6. Conclude your letter by summarizing the reasons for the endorsement and by
restating your endorsement of the person or project, etc.
 Writing a Follow-up Letter
• important as other forms of communication.
• best written after a business meeting, or a
job interview, or after making a great
business contract.
• make sure to observe grammar flaws and
spelling errors.
Here are what you need to include:
• Start with your name, address, city and zip code, telephone number. Include
next the recipient’s details. Note that in a follow-up letter you are going to
write to the same person you had originally written to or contacted with.
• Add the salutation.
• In the first line, mention that you had written earlier and haven’t received a
response yet. You can mention here if you had called.
• State your request or interest. If you are writing inquiring about a job vacancy
for which you had sent a job application, reiterate your key skills experiences
and state why you think you are a great potential.
• Invite for contact and thank for their attention.
• Close with signature.
 Here are more things that you’ll need to
remember than the actual steps to write the
letter:
• Add fresh insights to your old appeal.
• Take at best 2 days after a meeting or a job interview to write
a follow-up letter.
• If you’ve sent a CV, wait 7 days before sending the follow-up
letter.
• Do not convey negative sentiments in your letter, even if you
are frustrated by their speed and sincerity.
• Indicate how you want to proceed next in your letter if you
think it is needed.
• Be extremely polite even if you feel like they’ve
been ignoring you by ignoring your past letters.
• To look polished and professional, edit and
proofread a couple of times before sending the
actual letter.
• If you want, you can attach copies to document
proof that you had sent letters earlier.
• Follow up again if required.
 Writing
Netiquette
 What is netiquette?
The term refers to the right manner
or protocol for communication on
the Internet.
 Texting
Always consider your audience and your company,
and choose words, terms, or abbreviations that will
deliver your message appropriately and effectively.
• Know your recipient.
• Use appropriate symbols and codes.
• Never abuse text messaging.
• Don’t text while driving.
 Email
Email is very useful for messages for personal or business purposes.
• Start with proper salutation.
• Use clear, short and specific subject line.
• End with your name, company information and signature.
• Avoid abbreviations.
• Observe conciseness and good format.
• Reread, revise and review before sending to intended recipients.
• Reply promptly and use “Reply All” sparingly.
• Avoid using all caps.
• Give feedback or follow up.
• Test provided links.
• Avoid sending emails with large files.
 Memos
• As “in house” or company’s documents,
memoranda, or memos, are one of the most
adaptable document forms used in professional
settings.
• usually used for asking and giving information,
company policy, business reports and proposals.
• often used to inform but they are sometimes to
persuade.
 Organize the content of your memo so
that it answers the following questions
for the reader:
1.Opening: Do I have to read this? Why
do I have to read this?
2.Details: What do I need to know?
3.Closing: What am I expected to do
now?
 In writing letters, observe the seven (7) main
parts:
1. Letterhead/logo: Sender’s name and return address
2. The heading: names the recipient, often including address and
date
3. Salutation: “Dear ______ ” use the recipient’s name, if known.
4. The introduction: establishes the overall purpose of the letter
5. The body: provides the details of the message
6. The conclusion: restates the main point and may include a call
to action
7. The signature line: often includes the contact information