Chapter 12 Part 3在线视频

Part four

Etiquettes for various conference scenarios

one Telephone etiquettes

Even though communication via e-mail

or leaving message on applications

like Wechat allows us to contact each other

without the limits of space and time

sometimes we may still turn to the

most traditional way of telephone

for conference preparation or its proceeding

especially when the matter is emergent

or it requires more direct

and instant interactions

mostly between the conference

organizers and the guests

Nowadays online applications such as WeChat

Skype or Facetime

also serve our needs of talking with others

It seems that unlike writing in e-mail or Wechat

which allows us enough time to think thoroughly

and arrange the words

talking on the phone including WeChat

Skype or Facetime shows manners without any

disguise because of its direct nature

It is essential for us to grasp

principle rules of telephone etiquette

since presenting a professional image

both in person and on telephone

should be equally important

And you should conduct the procedure

by following the rules below

Clearly identify yourself at the beginning of the call

Although people are so used to to placing

or answering phone calls

one basic principle that is often overlooked

is the manner of stating oneself clearly

when starting the conversation

this is extremely important for invitations

consolations and enquiries

Even if you are prestigious experts in medicine

no one is guaranteed to be able to

recognize your voice at once

for the organizers before sending

important the messages or answering inquiries

presenting your name and the organization first

helps strengthen your professionalism

and assure you our color that

the phone call is to the correct person

Always open up with a positive greeting

and politely provide your name

title and organization when placing

or answering a call

for example

example Five

Hello

this is Dr.Chen speaking from Chaoyang Hospital

is this Prof. Liu’s office

Oh good morning Prof.Liu

I’m calling for the matter we discussed

over the last session of annual conference

for cardiovascular diseases

I wonder if you have time for a personal

meeting lately

there is something I’d like to show you

about my research

Wait for your turn to speak

When you talk on the phone

you could not see the caller’s actions

thus sometimes we may speak at

the same time and the words may crash

So when that happens

do hold on a second

to let the other person speak first

Do not insist finishing your own lines

even if others are talking at the same time

which is quite annoying and rude

Words will get lost because we can never

process more than one voice at a time

It is no harm to stop for a while

and wait for your turn to speak

Also

never interrupt when others are talking

It would be wise to wait for a few seconds

after the other person has finished

and make sure he or she has no more words to say

before you begin talking

you may do such a procedure like this

example six

Oh

sorry

please do go on

I'm still listening

Okay

I've got you a point

So what I think he is

Have a closure when ending the call

a call should begin with a lovely greeting

and it should be ended with a proper ending

When your message is delivered

or the discussion is fulfilled

the conversation needs to be finished

with a polite and positive closure such as

Example seven

That is really a productive conversation

thank you so much Prof.Liu for your information

I’ll carry on the program as discussed

and keep you well informed

Have a nice day

Two

Correspondence Etiquette

Our means of correspondence has been

completely revolutionized today

The old- fashioned correspondence

of handwritten letters

messages and notes

are replaced by electronic forms

such as emails

WeChat or other instant communication applications

and even social media

mostly thanks to the prevalence of the Internet

The most common types of morden correspondence

e-mail and Wechat

enable us to communicate with others

in real time beyond physical distance

They make contact and communication

more convenient and effective

However

at the same time

because of the easy nature

many etiquettes have been well ignored

Thus

when we are communicating for working purposes

especially dealing with issues

as serious as medical conferences

we should always respect

certain correspondence etiquette

since they could show we are conducting

ourselves professionally

and politely

address your email recipient accurately

to show your respect and a sincerity

to your email recipients

especially when you are approaching

a scholar or someone with a higher position

The first step is to address them accurately

for the first email ever look up

the recipient's correct title

and begin your email

by “Dear Dr.”

or “Dear Professor ”

Since for medical conferences

the major contacts are medical professionals

doctor with surnames should

be the most appropriate callings

Please notice that it is considered

less appropriate to address any female

Phd qualified recipient

as Mrs Miss or Ms

In formal correspondence

Use professional salutations

An email is steal a letter

especially official ones

for medical conferences

Thus you should begin your letter

with proper and professional salutations

Instead of coming straight to the announcements

or important messages besides

Colloquial and a casual solutes such as

“Hey guys”

“Yo folks”

or “Hi Mike” should also be avoided

unless it is within close relationships

for back-and-forth discussions.

Discussions

avoid emoticons

abbreviations

Emoticons

such as a smiley face

a popular among young generations

because of its relaxing nature

to express emotions

However

in professional emails

the use of such symbols

may be considered disrespectful

to the guests of the conferences

Abbreviations or acronyms such as ASAP

UR Congrats plz

sometimes are used in

casual messages between friends

but they should never appear in business

e-mails in case of any

misunderstanding or confusion

Also

watch out for slangs

or any inappropriate languages

in e-mails especially

when you are writing to important guests

for a meeting

The following are two examples

One is a bad example of an email

from the conference organizer to Professor

Another is a better version

of a more professional email

You may take reference from them to

and take lessons from the bad one

Part five practice

One

Team project

Form a group of four to five

and discuss the following questions

What behaviors are considered rude

or unprofessional for a telephone conversation

Are there any new manners

we should pay attention to

for new forms of telephone calls

such as facetime or wechat video talk

Could you think of more rules

in terms of telephone etiquette

Two

role play

working pears and make a conversation

with at least eight sentences

for each person

At the end

you should present the proper solution

according to the scenario

During a lecture an attendee

sitting at the front seat

is making a phone call

even though he's trying to lower his voice

his neighbours can still hear him

and annoyed at his behaviour

A conference staff member

has to warn the attendee

without interrupting the lecture

A Phd student from China

is attending the annual meeting

of the European Association

for the Study of Diabetes

He's currently working on a research

about genetics of type two diabetes

and one of the top experts in this field

is giving the keynote speech

After the speech

the students would like to talk to the speaker

and ask him for some advice on his research

Generate the scenario

and find out the most of proper behavior

The student should have