Corner of Entrepreneurship and SMEs Faculty of Economics and Business Universitas Gadjah Mada Sudiyanti, S.E., M.Sc. Department of Management Faculty of Economics and Business Universitas Gadjah Mada Business Communication for Student Entrepreneurs Business Communication for Student Entrepreneurs

Fundamentals of Business Communication

Basic Concepts 3 Communication: “The transmission of information and meaning from one individual or group to another” (Guffey, 2011)

Communication Process 4 Sender’s Roles: Selecting type of message; Analyzing the receiver; Using the you-viewpoint; Encouraging feedback; Removing communication barriers. Receiver’s Roles: Listening or reading carefully; Being open to different types of senders and to new ideas; Making notes when necessary; Providing appropriate feedback to the sender; Asking questions to clarify the message. Barriers

The Goals of BC 5 1.Receiver understands as sender intended; 2.Receiver provides necessary response; 3.A favorable relationship; 4.Organization goodwill. The sender should make it easy for the receiver to respond. The sender has primary responsibility for communication success.

The Importance of BC  Providing leadership;  Heightened global competition;  Being productive on the business;  Relating positively to others;  Assuring the success of your organization;  It is a part of your personal branding. 6 Communication Skill is your ticket to success

The Affects of Culture in Communication

Context Culture 8 Individualism Formality Communication Style Controlling ethnocentrism and stereotyping Tolerance

Business Etiquette 9 Professionalism business etiquette ethical conduct social intelligence Soft skills Protocol Polish Civility a whole range of desirable workplace behaviors

Good Communicator in the F2F Setting Keys for successful face-to-face conversations: Carefully choose the location Minimize interruptions Speak effectively Choose appropriate language Send clear, appropriate nonverbal cues Ask questions Accommodate diversity Listen with your ears and eyes 10

Promoting Positive Relationship through Conversation  Correct name/title  Appropriate topics  Avoid negative remarks  Listen to learn  Give sincere and specific praise  Act professionally in social situations 11

Using Media for your Written Messages

Scan your all messages in your inbox before replying to each individually Acknowledge receipt (when to reply) Don’t automatically return the sender’s message Never respond when you are angry Reading and Replying 13

Limit any tendency to send blanket copies (copies only to people who really need to see the message) Consider using identifying labels (FYI, Action, Re, Urgent, REQ) Use capital letters only for emphasis or for titles (all caps means SHOUTING) Don’t forward without permission and beware of long threads Netiquette 14

Gr8 news! BTW B4 Tks, tq, trims Assalamu’alaikum wr.wb.  ass Fancy address Conversational but Professional 15 Bambang

When you want to make a formal impression When you are legally required to provide information in printed form When you want to stand out from the flood of electronic messages When you need a permanent, unchangeable, or secure record When Printed Messages are Better? 16

Responsible Cell Phone Use

Using Cell Phone for Business 18  Be courteous to those around you  Observe wireless-free quiet areas  Speak in low, conversational tones  Take only urgent calls  Drive now, talk later  Choose a professional ringtone

Listening Skills

Do you ever pretend to be listening when you are not? Do you know how to look attentive in class when your mind wanders far away? How about “tuning out” people when their ideas are boring or complex? Do you find it hard to focus on ideas when a speaker’s clothing or mannerisms are unusual? Improving Listening Skills (1) 20

Improving Listening Skills (2) 21

Physical barriers Psychological barriers Language problems Non-verbal distractions Thought speed Faking attention Grandstanding Barriers to Effective Listening 22

Stop talking Control your surrounding Establish a receptive mind-set Keep an open mind Listen for main points Capitalize on lag time... Keys to Building Powerful Listening Skills (1) 23

... Listen between the lines Judge ideas, not appearances Hold your fire Take selective notes Provide feedback Keys to Building Powerful Listening Skills (2) 24

Nonverbal Communication

Enhancing Non-verbal Communication Skills 26 Eye contact Facial expression Body movements Eyes

Enhancing Non-verbal Communication Skills 27 Space Time Territory Appearance

Which one do you more believe? Verbal versus Non-verbal 28

Four Space Zones for Social Interaction 29

Establish and maintain eye contact Use posture to show interest Improve your decoding skills Probe for more information Avoid assigning nonverbal meanings out of context Associate people from diverse culture Appreciate the power of appearance Observe yourself on video Enlist family and friends Keys to Building Strong Non- verbal Skills 30

Oral Presentation

Business Presentation 32  Knowing your purpose  Understanding your audiences  Preparing your slides

Combating Stage Fright 33 Natural Controllable

Types of Oral Presentations Manuscript –A manuscript presentation is read to the audience Memorized –A memorized presentaiton is learned verbatim Impromptu –An impromptu presentation is given with little or no preparation Extemporaneous –An extemporaneous presentation is prepared in advance and given from notes 34

Handling Four Types of Audiences 35  Friendly  Neutral  Uninterested  Hostile

Preparation Rehearsal Time Dress Check the room Greet the audience Before, During, and After the Presentation (1) 36

Voice and eye contact Move naturally Visual Aids Handouts Q&A Keep control Summary and Appreciation Before, During, and After the Presentation (2) 37

Dress for Success

You can’t judge a book by its cover? 39  Clothes make a strong visual statement about how you see yourself  Wear great clothes. You never know whom you will meet!  Appropriate dress is also a way of expressing respect for the situation and the people  Experiment with your apperance and notice how people react

You can’t judge a book by its cover? 40  Clothes  Hair  Accessories  Business card

41 Sources Deckers, E., and Lacy, K., 2013, Branding Yourself: How to Use Social Media to Invent or Reinvent Yourself, 2 nd Ed., Pearson Education, Inc. Forsyth, P. and Kay, F., 2008, The Art of Successful Business Communication, Management of Technology Series 24, London UK: The Institution of Engineering and Technology. Guffey, M.E., 2010, Essentials of Business Communication, 8 th Ed., South-Western Cencage Learning. Krizan, A.C., Merrier, P., Logan, J., and Williams, K., 2007, Business Communication, 7 th edition, Ohio: South- Western Publishing.