The following presentation is a guideline intended to help raise awareness of what communication methods business professionals are using and specifically suggest appropriate communications methods to be used with your next business contact.

1. Recommended
Communication Guidelines
By
Kevin T. Fleming

2. Presentation
Purpose
• To help raise awareness of what
communications methods work best in
business environments
• Specifically suggest the appropriate
communications method for your next
business effort
• Help maximize business communications
• Learn when and how to communicate with:
• clients
• partners
• stakeholders
• shareholders
• vendors
• even competitors

3. Think Before
You Speak
• With all forms of your communication,
THINK!
• If you don’t want it repeated on the
evening news, national news, or have it
read to you by an opposing attorney, don’t
say it or write it
• Remember with email you are only a few
keystrokes away from having what you
wrote sent to literally hundreds, thousands,
and millions of people

4. Three Communication
Questions
Make all communication pass
through three communication
questions:
1.Is it TRUE?
2.Is it NECESSARY?
3.IS IT KIND?

5. Face–to–Face / One–on–One
Highest level of communication
• Most PERSONAL and most • Incorporates all senses
EFFECTIVE
• Most EXPENSIVE use of time • Provides immediate feedback of
and resources - use wisely body language, eye contact, voice
• Best for conflict resolution; sales tone, inflection, etc.
presentations; mentoring; personal
coaching

6. Face–to–Face with a Group
Second highest level of communication
• Used for Sales Presentations, • Does allow for some One–on–
teaching, coaching, One communication and
mentoring, engaging of senses but total
group, etc. energy not focused on one
person

7. Telephone / One–on–One
• Great for follow-up; touching base; • Do not use to replace Face–to–
and catching up with an existing Face meetings
client BETWEEN face-to-face
meetings • An excellent source to determine if
• Use for simple communications not the next communication should be
requiring a record of the by email, telephone or Face–to–
conversation Face

8. Telephone / Conference Call
• Great for problem solving/issue • Not a good option when there is
resolution when working with a conflict between you and one of
team the parties
• Allows enough sensory experience • Very effective for project updates
to decide if an alternative offline talk
and WUHU (What’s Up, Heads
or Face–to–Face meeting is needed
Up) meetings

9. Email
• Great for recording information; • NEVER EVER USE when there
transferring data; non-time sensitive is an implied meaning
messages; follow-up’s
• Many emails have been “taken
• Not to be used when a personal touch wrong.” A good-natured gesture
is needed, there is a history of conflict could develop into a lawsuit
between parties, or the subject has a
potential to be antagonistic

10. Written Letters
• Usually notices that are required in • Costly in postage, paper, envelopes,
writing or mass mailings to and printing; however, it may reach
promote a new product or service your intended audience
• Impersonal but can be practical –
must take action with this piece of
paper (throw away or keep)

11. Hand Written Letter and Notes
• Very personal but very slow • When a formal letter may appear
too stuffy, simply take a sheet of
• Great for expressing appreciation, letterhead and hand write a letter.
noting recognition, and offering Personal, practical, and promotes
sincere gestures
sincerity without all the pomp of a
• Note cards are great for printed letter
congratulations, thank you, and
various other recognitions of
kindness

12. Web Meetings
• I’m very skeptical on this one • Use sparingly until you can
identify when it is
• It has it’s place, but it must be appropriate and when it is
used in conjunction with your not for your individual
overall communications industry
strategy not to replace any
other methods

13. Summary
Each communication method given should be modified to meet your
individual personality and experiences.
• For example with telemarketing, Face–to–Face is not only
impractical; it is by definition not part of the job description
In each case, realize what benefits and challenges each
communication method provides and choose the best one for your
need.
If the preferred method is not an option, understand the limitation of
the option you have available and maximize the benefits your
selected option provides.
As with any other activity you engage in, do it with purpose.
Plan your work, and work your plan.

14. Recommended
Communication Guidelines
Kevin T. Fleming
Kevin@KTFConsulting.com
www.KTFConsulting.com