BCOM 2800 Class 9 Formal and Informal Written Business Communications

Transcription

1 BCOM 2800 Class 9 Formal and Informal Written Business Communications

2 Assignments Read documents in next module. Research methods. SWOT draft with Joe? We will have a guest speaker from the library discussing research methods and sources. Work on your policy memo. Review class presentations and readings. Midterm coming up.

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4 Why Is This Topic Important? 4

5 Harvard Survey of 547 Businesspeople 81% say poorly written material wastes a lot of their time. Cost Time Wasted = $400-Billion!

6 Harvard Survey of 547 Businesspeople Most say what they read is frequently ineffective because it s too long, poorly organized, unclear, filled with jargon, and imprecise.

7 Clarity in Writing Let s People Know They Can Trust You

8 Business Writing Basics 8

9 Know The Purpose Copyright Pearson Education, Inc. publishing as Prentice Hall 9

10 The Purpose To inform To persuade To argue To invite To confirm information To make an inquiry To ask for approval To reject or approve To propose or suggest 10

11 The Purpose What is the expectation? What do you need to communicate? What is the timing? What is the most effective method? Copyright Pearson Education, Inc. publishing as Prentice Hall 11

12 Know Your Audience Determine their vision, mission, accomplishments and goals. 12 Copyright Pearson Education, Inc. publishing as Prentice Hall Chapter 4 -

13 When You Write, Define the Main Idea What is the topic? What is the main idea? Copyright Pearson Education, Inc. publishing as Prentice Hall 13

14 Be Prepared Image: Why does the reader care? How does the reader benefit? What should the reader do? When should the reader do it? What happens if the reader does take action? What happens if the reader doesn t take action? Who else will benefit? Why? Where does the reader go for more information? 14

15 10-C s Business Writing (Take Notes!)

16 10-C s Business Writing http-//

17 Discuss 10-C s Business Writing What Did You Learn?

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19 Writing: Be Concise (Take Notes!)

20 Be Concise http-//

21 Discuss: Be Concise

22 BE CONCISE AND CLEAR! The Pacific Science Center was opened in 1949 as a science pavilion and was seen by over one million people and was later turned into a science center separated from Seattle Center to an independent nonprofit not operated by the City which explains why it can accept donations from individuals. What is wrong with this sentence?

23 Accept vs. Except 1. The whole army is out of step Fred. 2. I'll no money from that cheapskate. 3. Please this pot of Mama's chicken soup. 4. It will cure anything flat feet. 5. Bob could do anything make money. 6. I had to their negative evaluation. 7. All the girls went to the game Mary. 8. Howard could not the job. 10. I will your gift if you let me pay for my lunch.

24 Accept vs. Except 1. The whole army is out of step except Fred. 2. I'll accept no money from that cheapskate. 3. Please accept this pot of Mama's chicken soup. 4. It will cure anything except flat feet. 5. Bob could do anything except make money. 6. I had to accept their negative evaluation. 7. All the girls went to the game except Mary. 8. Howard could not accept the job. 10. I will accept your gift if you let me pay for my lunch.

25 Writing Numbers 1-9: Use the word 10+ you can use the number except at the start of a sentence. 99 people went to the career fair. Ninety-nine people went to the career fair. 50% of people living in Seattle are from other states. Fifty percent of people living in Seattle are from other states.

26 Practice Etiquette Respect Diplomacy Tactfulness Copyright Pearson Education, Inc. publishing as Prentice Hall \ 26

27 Positive Emphasis Avoid Negative Language Copyright Pearson Education, Inc. publishing as Prentice Hall 27

28 Do Not Use Discriminatory Language Gender: The Girls ran the business. Ethnicity: Indians run the business Age: It s all old people. Disability: It ll take time, he stutters.

29 Establish Credibility Honesty Objectivity Awareness Expertise Copyright Pearson Education, Inc. publishing as Prentice Hall 29

30 In Business It s Your Reputation It s Your Reputation It s Your Brand Copyright Pearson Education, Inc. publishing as Prentice Hall 30

31 Composing Your Message: Choosing Powerful Words Copyright Pearson Education, Inc. publishing as Prentice Hall Chapter 5-31

32 Be Accurate Correct Grammar Correct Spelling Copyright Pearson Education, Inc. publishing as Prentice Hall 32

33 Composing Your Message: Writing Effective Sentences Copyright Pearson Education, Inc. publishing as Prentice Hall Chapter 5-33

34 Using Sentence Style Emphasize Key Thoughts Straightforward Correct Tense No Run-on Sentences Correct Words

35 Choose The Correct Word Affect the outcome vs effect the outcome. Which and that. Less vs. fewer. Moreover More and more frequently There vs their Lose and loose Principle vs principal

36 It Is Okay To Create a Draft Message

37 Paragraph Length Appearance Readability Emphasis Copyright Pearson Education, Inc. publishing as Prentice Hall 37

38 List and Bullet Options Idea Sequence Main Points Visual Impact Skimming Complex Topics Readers Copyright Pearson Education, Inc. publishing as Prentice Hall 38

39 Edit for Clarity Long Sentences Sentence Structure Copyright Pearson Education, Inc. publishing as Prentice Hall 39

40 Producing Your Message Copyright Pearson Education, Inc. publishing as Prentice Hall 40

41 Document Design White Space Margins Justification Typefaces Type Styles Copyright Pearson Education, Inc. publishing as Prentice Hall 41

42 Formatting Business Letters Letterhead Stationery XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX Date Salutation xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Inside Address The Message Signature Block xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx xxxxxxxxx Complimentary Close Copyright Pearson Education, Inc. publishing as Prentice Hall 42

43 Formatting Memos Memo Title Headings XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx The Message Copyright Pearson Education, Inc. publishing as Prentice Hall 43

44 Grammatical Errors (Take Notes!)

45 Grammatical Errors http-//

46 Discuss Grammatical Errors

47 Proofreading Your Message Copyright Pearson Education, Inc. publishing as Prentice Hall 47

48 Proofreading Word auto-correct does NOT find all of your grammatical errors. Set Microsoft Word preferences for FORMAL writing style. That helps.

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51 Distributing Your Message Copyright Pearson Education, Inc. publishing as Prentice Hall 51

52 Distributing Messages with attachment Reply all??? Hard copy memo Hard copy report Copyright Pearson Education, Inc. publishing as Prentice Hall \ 52

53 Electronic Media for Business Communication Copyright Pearson Education, Inc. publishing as Prentice Hall 53

54 Electronic and Social Media Options Instant Messaging Texting Web Content Social Media Copyright Pearson Education, Inc. publishing as Prentice Hall 54

55 Electronic and Social Media Options Social Networks Information and Media Wikis Blogs and Microblogs Online Videos Copyright Pearson Education, Inc. publishing as Prentice Hall 55

56 Business Writing For The Web Short Relevant Simple sentences Sense of immediacy Interesting Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

57 Electronic Reading How do You Read? 57

58 Habits of Web Readers Skim, browse, swipe, and skip around. Scan from top to bottom and left to right. It is easier for readers to scan rows than columns. Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

59 Habits of Web Readers Be brief and keep it simple Use eye-catching headlines Break longer documents into small chunks NO POP-UPs. People hate them. Avoid placing critical information in graphic form only Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

60 Voice Mail Update your greeting to reflect your schedule. Encourage callers to leave detailed messages. Check your voice mail regularly and return messages within 24 hours. Cell: Businesslike greeting. Not: Hey, you ve reached dance bunny or hot dude Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

61 Messages Copyright Pearson Education, Inc. publishing as Prentice Hall 61

62 Workplace Disadvantages Speak in-person instead Too many messages There is no DELETE

63 Workplace Advantages Speed Reach many people quickly Respond quickly

64 Planning Purpose Policies There is No Delete Copyright Pearson Education, Inc. publishing as Prentice Hall 64

65 Writing Quality Subject Line First Words Length Proofread Copyright Pearson Education, Inc. publishing as Prentice Hall 65

66 What s Wrong With This ? Subject: Meeting Hi Jim, I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions! Best wishes, Mark

67 What s Wrong With This ? Subject: Meeting Hi Jim, I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions! Headline: What meeting? If your calendar is full of meetings, you might even wonder which one Mark is talking about. Best wishes, Mark

68 Revised Version Subject: Reminder of 10am Meeting Sched. 10/17 on PASS Process. Hi Jim, I just wanted to remind you about the meeting we have scheduled for Monday, October 5, at 10:00am. It's being held in conference room A, and we'll be discussing the new PASS Process. If you have any questions, feel free to get in touch (x3024). Best Wishes, Mark

69 The Tone of Your

70 The Tone of Your http-//

71 Discuss The Tone of Your What Did You Learn?

72 What Not To Do

73 No No s Hey Professor Hey Joe Why didn t I get a better grade? Ask it in a more diplomatic way. Applying for an internship: Dear Sir or Madam.

74 What Not To Do Dear Prof. Barnes, My Family has vacation planned finals week. Can I please take the final early?

75 What Not To Do Hey Prof, I missed your class. What are the assignments?

76 What Not To Do mr barns i am sick today. cant come to class. sorry. billy

77 What Not To Do sorry. i can not come to the class today. i have been not feeling well this weekend. and today is the worst. i just lie on my bed all day.

78 What Not To Do Hi professor I just completed this

79 What Not To Do Actual Bob, WTF. Next time you want to kill your F ing career, go pull that shit again in meeting. Ralph

80 What Not To Do from a supervisor to an employee: Bob, Please see me. Joe

81 Conversational Tone Don t confuse texting and writing Avoid stale and obsolete language Avoid preaching and bragging Be careful with intimacy and humor Copyright Pearson Education, Inc. publishing as Prentice Hall 81

82 Workplace Communication Be Careful With Intimacy and Humor Don t Text or words like: Hey Sexy Hey Stud Hey Hottie 82

83 Texting for Business Copyright Pearson Education, Inc. publishing as Prentice Hall 30

84 Text Messaging Correct for your business? Legally responsible Can be quick DO NOT text while driving

85 The Law 2

86 Avoid the Legal Dangers Do not write loose, rude, or overly informal messages Avoid deleting messages that may be needed to provide a trail of decisions or actions Identify and organize relevant messages for easy retrieval

87 Electronic Messages and the Law YOU are responsible for everything you write and send. Abide by copyright laws (use of graphics, message forwarding...) Be familiar with laws that affect technology: Electronic Communications Privacy Act allows companies to monitor usage for legitimate business purposes

88 You Do Not Have Rights To Use Images Found on Google in Business.

89 You May Use Images for Educational Use Not For Distribution

90 Creative Commons Creative Commons (CC) is a non-profit organization devoted to expanding the range of creative works available for others to build upon legally and to share. The organization has released several copyright-licenses known as Creative Commons licenses free of charge to the public. These licenses allow creators to communicate which rights they reserve, and which rights they waive for the benefit of recipients or other creators.

91 Negative Messages 2

92 Writing Negative Messages

93 The Direct Approach for Negative Messages Say it In Person Copyright Pearson Education, Inc. publishing as Prentice Hall 93

94 State the Bad News Clarity Tone Next Steps Copyright Pearson Education, Inc. publishing as Prentice Hall 94

95 Explain the Bad News Reasons Information Apology Copyright Pearson Education, Inc. publishing as Prentice Hall 95

96 Close the Message Respect Options Actions Copyright Pearson Education, Inc. publishing as Prentice Hall 96

97 Negative Messages for Routine Business Matters Copyright Pearson Education, Inc. publishing as Prentice Hall 97

98 Announcements Find Common Ground Advance Your Reasoning Announce the Change Close the Message Copyright Pearson Education, Inc. publishing as Prentice Hall 98

99 Storytelling 2

100 Storytelling Techniques The Beginning The Middle The Ending Copyright Pearson Education, Inc. publishing as Prentice Hall 100