Академический Документы
Профессиональный Документы
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Verbal Communication Non verbal Communication Paraverbal communication Barriers in Communication Verbal & Nonverbal Communication
7 Cs of Communication
Workplace Writing
Technical Writing
Workplace Writing
Workplace writing is generally persuasive writing:
Example 1: A Resume to persuade a potential employer to offer an interview Example 2: A Findings Report to persuade employees to follow certain policies or procedures in order to improve performance or correct errors or problems
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Manuals
PowerPoint
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5. 6.
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Format your pages carefully (be neat and leave white space)
Manage your time efficiently (Meet deadlines)
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Formatting a . . .
Business Memo
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Memo Sample
College of Business Administration Business Communication
Memorandum
To: From: Date: Re: CBA Students Dale Coattail September 10, 2007 How to Write a Memo Your instructor has asked you to write a memo, which is the most common form of written communication in business. In order to perform this task successfully, you should conform to general business standards of content, format, structure and language use. Regarding Content, the first rule of writing a good memo is "Get to the point!" The second rule is "Know what your purpose is." Before you start writing, be sure that you know what your "answer" is to the boss's or colleague's question. Don't include all your thinking in the memo. While several pages of thinking might get written as you come up with the answer, the memo includes only the answer. Citations, financials, or justifications that must be available to the reader can be added as appendices or written as a separate, formal report. The memo should include only those ideas that are required for the reader's action or decision. Format This memo is an example of memo format. Note especially the routing information, the use of headings, and the single spaced block paragraphs. If your memo looks like a memo, there's a better chance a business reader will take your ideas seriously. If you are working in a CBA lab, the easiest way to duplicate the proper memo format is to use a template. (Select "new" from the File MENU and select the "memo" tab on the dialogue box.) Structure The typical memo is only 2 or 3 paragraphs and fits on one page. The first paragraph summarizes the gist of the whole memo, then the main points are covered in the same order they were previewed. Again, this memo provides an example of the typical structure. Language Use A memo is often less formal than a letter, but should still be written with a businesslike tone. You can be friendly, but not cute. Your professional image depends on perfect spelling and grammar, but you can usually get away with a few "down home" expressions. Edit for wordiness and get directly to the point. Use language to communicate your ideas effectively and efficiently. (END) cc: Your Instructor
Special note
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Formatting a . . .
Business Report
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Audience
(the passions, interests, or characteristics of the ones youre trying to persuade and their characteristics)
Subject
(the logic you will present -- your topic or message)
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Conclusions
Recommendations Appendix (Graphs and Tables)
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7 Cs 0F Communication
COMPLETENESS CONCISENESS CONSIDERATION CLARITY CONCRETENESS COURTESY CORRECTNESS
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COMPLETENESS
Business message is complete when it contains all facts the reader or listener needs for the reaction you desire. As you strive for completeness, keep the following guidelines in mind; Provide all necessary information Answer all questions asked Give something extra when desirable
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COMPLETENESS
Answer all questions that are asked Give something extra when desirable Check for five Ws & one H
Who What When Where Why and How
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Exercise-1
You are the president of an industry association and have received the following inquiry from an out of town member: I think I would like to attend my first meeting of the association, even though I am not acquainted with your city. Will you please tell me where the next meeting is being held? How would you reply to this letter keeping in mind Completeness of the message?
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CONCISENESS
1. Eliminate wordy expressions 2. Include only relevant statements
be focused Shorten & avoid long explanations avoid gushing politeness
CONCISE
Due to the fact that Employed the use of Basic fundamentals Completely eliminate Alternative choices Actual experience Connected together Final result Prove conclusively In as few words as possible
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CONCISE
o Due to the fact that o Employed the use of o Basic fundamentals Completely eliminate o Alternative choices o Actual experience o Connected together o Final result o Prove conclusively o In as few words as possible o o o o o o o o o o Because Used Fundamentals Eliminate Alternatives Experience Connected Result Prove Concisely
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Concise:
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Exercise
Find single word substitutes for the phrases:
With regard to Despite the fact that At the present writing Is of opinion that In the first place At a rapid rate about although now thinks first fast
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Exercise
Rewrite the following by omitting articles, trite (worn out) expressions, wordy sentences and repetitions:
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Exercise contd.
At this time I am writing to you to enclose the post paid
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Exercise contd.
Will you ship us sometime, any time during the month of October , or even November if you are rushed , for November will suit us just as well , in fact a little bit better , 300 of the regular three and a half inch blue arm bands with white sewn letter in the middle .
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CONSIDERATION
Consideration means preparing every message with the message receivers in mind; try to put yourself in their place. You are considerate you do not lose your temper you do not accuse and you do not charge them without facts the thoughtful consideration is also called you-attitude.
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CONSIDERATION
Focus on YOU instead of I & WE Show reader benefit & interest Emphasize on positive & pleasant Apply integrity & ethics
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Using you does help project a you-attitude. But overuse can lead to a negative reaction.
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Because we have not written to you in sometime , please help us bring our record by filling and returning the other half of the card.
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CONCRETENESS
Communicating concretely means being specific, definite, and vivid rather than vague and general. Often it means using donatives (direct, explicit, often dictionary based) rather than connotative words (ideas or notions suggested by or associated with a word or phrase)
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CONCRETENESS
Use specific facts and figures Put action into words Choose vivid image building words by comparison & figurative language Use more adjectives and adverbs
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It is desirable to be precise and concrete in both written and oral business communication.
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Example
Vague, General, Indefinite
Student GMAT scores are higher.
Concrete, Precise In 1996, the GMAT scores averaged 600; by 1997 they had risen to 610.
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Example
Passive : The memo was sent by the manager Active: Passive: The scientist discovered the formula. Active:
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Ex- Rewrite the following in concrete form as the sentences are too general and vague
Our product has won several prizes. These brakes stop a car within a short distance.
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Ex: Put action into the words by using active instead of passive voice
Tests were made by us. A full report will be sent to you by the supervisor. Mr. Singh will give consideration to the report
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Ex : Use vivid image building words adjectives and adverbs , and use less of abstract nouns
The camera has a system that gives good pictures.
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CLARITY
Getting the meaning from your head to the head of your reader (accurately) is the purpose of clarity. Of course you know it is not simple. We all carry around our own unique interpretations, ideas, experiences associated with words.
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CLARITY
Choose short , familiar & conversational words Construct effective sentences and paragraphs by unity of idea and sequencing Achieve appropriate readability by using formal & informal language Include examples, illustrations & visual aids
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The data we studies show that your property is profitable and in high demand.
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Ex : Use simple words Subsequent Accede Endeavour Supersede Disclose later agree try replace show
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COURTESY
True courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a sincere youattitude.
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COURTESY
The following are suggestions for generating a courteous tone; Be sincere , tactful, thoughtful and appreciative Omit expressions that hurt , irritate, or insult Grant apologies graciously
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You are offending You failed to Contrary to your inference Inexcusable Simply nonsense
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Activity
Bring courtesy in the following text: Hey man, whats this I hear about the good news? You sure pulled a fast one this past weekend-and then didnt tell any of us about it.
Give my regards to the little lady. And wish her the best; shell need it.
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More courteous
Warm congratulations on your wedding! Well, you certainly took us by surprise. In fact, just a few of us even suspected you were taking off to get married. But even though we did not hear about it, we wish you the best. Give our warm regards to your new partner.
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Singular pronouns
Anyone who comes to the class late will get his grade reduced.
Each manager has an assigned parking place. He should park his car.
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Names
Treat each gender with respect. Examples: Ted Aprill and Ruth Ted and Ruth Aprill Mrs Aprill and Ted Ms. Aprill and Mr. Aprill
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Titles
Mr. Miss Mrs. Ms
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CORRECTNESS
At the core of correctness is proper grammar, punctuation, and spelling. However a message may be perfect grammatically and mechanically but still insult or lose a customer.
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CORRECTNESS
Use the right level of language Check accuracy of facts, figures and words Maintain acceptable writing mechanics Choose non discriminatory language Use parallel language
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Summary
What is Business writing? Types? 7 Cs of Communication
COMPLETENESS CONCISENESS CONSIDERATION CLARITY CONCRETENESS COURTESY CORRECTNESS
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