Transcript Retailing Formats and Structures

FM20731 – Executive Leadership
Week 6 – November 8, 2004
Business Communications
Hiring and Personnel
Resumes, Interviews, and Follow-up
NOTE: November 29th
• Trip to QVC!
– $12 in advance
• Presentations: Week 10
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Written and Spoken
Communication
Good Communication
• Direct, to the point
– Goal oriented
• Efficient
– No wasted words
• Organized
– Well thought out
– Make an outline
• Friendly
– Not intimidating
• Invites/Allows feedback
– Humble
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Bad Communication
• Wastes time
• Unclear message/goal
– Sometimes on purpose
• Complex
• Intimidating
• Just “for the record”
– For files
– To show boss
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Written Communication
• Advantages
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Allows permanent record
Can be very precise – editing
Allows thoughtful reply
Doesn’t interrupt
• Disadvantages
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Words “locked in concrete”
Can be impersonal, cold
Hard to confirm receipt and when
Poor spelling reflects on sender
Some people won’t read it
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Memos
• Indicate
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Meetings and dates
Rules and procedures
Informal contacts
Notes for file (“We met today and…”)
• Format
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Date
To
From
Re (Regarding)
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Pre-Printed Memos
• While You Were Out
– Phone
– Visitor
• To Do Today
– Check list
• Post-it Notes
– Pre-printed and blank
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Spoken Comm.: Advantages
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Fast
Immediate response
On the spot modification
Inflection & idiom
Friendlier
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Spoken Comm.: Disadvantages
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Can be imprecise
We hear what we want to hear
No permanent record
Answer may come too quickly
Timing may be bad
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Face to Face Comm.: Advantages
• See and be seen
• Gestures, facial expressions, other nonverbal
– 55% - 94% of communication is nonverbal
• Most intimate
• Visual reinforcement is possible
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Meetings: Before The Meeting
1. Define the purpose of the meeting.
2. Develop an agenda with key participants.
3. Distribute the agenda w/background
material
4. Set a time limit and stick to it, if possible.
5. Have everyone face each other.
6. Choose location suitable to group's size.
7. Use visual aids.
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Meetings: During The Meeting
1. Make members feel welcome, even latecomers.
2. If possible, serve light refreshments.
3. Start on time. End on time.
4. Review the agenda, set priorities.
5. Stick to the agenda.
6. Encourage group discussion.
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Meetings: During the Meeting
Cont’d
7. Encourage feedback.
8. Keep conversation focused on the topic.
9. Keep minutes of the meeting for future reference.
10. Be a role model by listening. Admit mistakes.
11. Summarize agreements, end on a positive note.
12. Set a date, time and place for the next meeting.
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After The Meeting
1. Write up & distribute minutes within 3 or 4 days.
2. Discuss any problems with others.
3. Follow-up on delegation decisions.
4. Recognize & appreciate excellent & timely progress.
5. Put unfinished business on agenda for next meeting.
6. Conduct a periodic evaluation of the meetings.
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Telephone
• To get through to busy people
– Never ask “Is _____ there?”
– Tell who you are
– “I’m returning his/her call”
• Is other party listening?
– Timing may be bad – ask!
• Planning
– Advance notes
– Check off points as covered
– Make fresh notes
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How to Leave a Message
• Include:
– Your name and #
• Speak slowly!!
– Why you’re calling
– Best times to get you back
• Can be when you’ll be out
– If urgent, give home #
• Tell home to expect call
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Hiring
Sources of Jobs
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Want ads
Websites
Recruiters
Employment Agencies
Headhunters
Networking
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Networking
• How most people get their jobs
• “Informational Interview”
• Why preferred?
– Fast!
– It works!
• Whom to ask
– Present employees
– Other business people
• Prepare to reciprocate
– Family members?
• NO!
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Want Ads
• Named ads
– Everything is identified
• Blind ads
– Company name, and more, withheld
– Avoids phone calls & drop-ins
– Keeps competitors in the dark
• Hide behind law firm, agency
– May be to test employees
• To see who applies from own company
• “Our employees know about this”
• This is illegal!
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Want Ads – Compliance Ads
• Job already filled
• Must post to fulfill requirement
– Union
– Policy
• Don’t take rejection personally
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Employment Agencies
• Assist companies in filling jobs
• Keep a “stable” of talent available
– “We just filled that job…but come in”
• May send you just to appease company
• Fees
– Never paid in advance
– When low unemployment: “Fee paid”
– When high unemployment: 50/50 contract
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Headhunters
• Specialize in filling top jobs
• Only want currently employed people
• Agree not to solicit same person
– Within certain timeframe
– Can be worked around
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Outplacement Consultants
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Hired in downsizing/merger
Get employees new jobs
Place to use as “office” when looking
Firms specialize in this service
– Challenger, Gray & Christmas
– Haldane Associates
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Online sites
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Monster.com
Careerbuilder.com
Yahoo! HotJobs
allretailjobs.com
Many more
Better for line jobs
Not as good for management
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Employment Contractors
• “Temp” agencies
• On contract
– Daily
– Weekly
– Monthly
• Advantages to employer
– Greater flexibility
– No benefits/social security
– True “independent contractor”?
• No – IRS can force into full time
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Employment Laws
• Civil Rights Act, Title 7 (1964)
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Equal Employment Opportunity
Race
Religion
Color
Sex
• National origin
• Age Discrimination Employment Act, 1967
– No discrimination of employees over 40
– No forced retirement before age 70
• Except for pilots
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Employment Laws II
• Americans with Disabilities Act (1990)
– Protects disabled from discrimination
– Employers must accommodate
– Vague
• Family Medical Leave Act (1993)
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Up to 12 work weeks of unpaid leave w/in year
Birth, Adoption, Family Illness
Applies to both sexes
Must return to same or equivalent position
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Employment Laws III
• Fair Labor Standards Act, 1938
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Minimum wage
40 hours maximum /week without overtime
Overtime at least 1.5 normal rate
Child labor
Exemptions
• “White Collar”
• Commissioned Sales Employees
• Others
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Presentations Update
Any ideas yet?
Next Class
• November 15
– Resumes
– Compensation Issues
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