How to improve Business writing skills free

how to improve business writing skills free and How to Develop Business Writing Skills
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Dr.DouglasPatton,United States,Teacher
Published Date:26-07-2017
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Business Writing Skills www.ThesisScientist.com SPIN INTERVIEW FRAMEWORK Learning Objectives 1 What is Business Communication 2 Types of Communication 3 STAR Format of Written Communication 4 Essentials of Effective Communication Tips for Smart Communication 5 6 Communication across cultures 7 Exercises 8 Summary www.ThesisScientist.com What is Business Communication? Let’s first understand what is communication... Communication is transferring information and understanding from one to one or one to many. It could take place in a verbal or a written mode and could use forms such as face-to-face meetings, group discussions, e-mail writing, and even non verbal modes like gestures, body language, etc. Message Message Message CHANNEL DECODING SENDER RECEIVER FEEDBACK www.ThesisScientist.com What is Business Communication? Business Communication is any communication that involves communicating for business / official purpose to achieve a predetermined objective. This may include:  CVs, Resumes  Email, Web site, FAQs  Letters, Newsletters, Brochures, Articles, Catalogs  Advertisements, Notice Board, Pamphlets, Signs, Press Releases  Presentations, multimedia, talks  Reports, Manuals, Proposals, Books www.ThesisScientist.com SPIN INTERVIEW FRAMEWORK Learning Objectives 1 What is Business Communication 2 Types of Communication 3 STAR Format of Written Communication 4 Essentials of Effective Communication Tips for Smart Communication 5 6 Communication across cultures 7 Exercises 8 Summary www.ThesisScientist.com Types of Communication Types of Communication Verbal Communication Written Non Verbal Written Verbal Non Verbal www.ThesisScientist.com Types of Communication Verbal Communication Communication • Provides instant feedback • Opportunity to check for understanding • Involves Questioning & Paraphrasing • Faster closure on open Non items Verbal Written Verbal • No record unless minutes of the meeting recorded • Usually unstructured • Increases speed of communication www.ThesisScientist.com Types of Communication Written Communication • Provides record for future Communication reference • More structured • Tools to gain attention – like bullets, bold, etc. • Ability to provide details • Can be sent to multiple Non people at the same time Verbal Written Verbal • More Formal • It mainly consists of diagrams, pictures, graphs, reports, policies, rules, orders, instructions, agreements, etc. • Comprehensive & Accurate www.ThesisScientist.com Types of Communication Non Verbal Communication • Constitutes of Physical, Communication Aesthetic, Signs, Symbolic • Complements Verbal Communication - It may accent or underline a verbal message. Pounding the table, for example, can underline a Non message. Verbal Written Verbal • Gestures talk more than words • Could be Positive / Negative • Indicative of a person’s personality www.ThesisScientist.com SPIN INTERVIEW FRAMEWORK Learning Objectives 1 What is Business Communication 2 Types of Communication 3 STAR Format of Written Communication 4 Essentials of Effective Communication Tips for Smart Communication 5 6 Communication across cultures 7 Exercises 8 Summary www.ThesisScientist.comSTAR Format of Written Communication 1. Analyze the Purpose 2. Consider the Audience 5. Execute with Confidence STAR / ACBDE Model of Communication 4. Detail & 3. Build the Design Structure Approach www.ThesisScientist.com STAR Format of Written Communication 1. Analyze the Purpose Before you begin writing: • What is the purpose of writing the mail / letter / memo / etc.? • What information do you wish to exchange? • What does your reader want to know? • What action do you want the reader to take? • What relationship do you have with the reader? If you can’t answer these questions, then you should wonder, whether you should even the send the communication. www.ThesisScientist.com STAR Format of Written Communication 1. Analyze the Purpose Subject of the Mail • Subject should convey the purpose • Subject field is the first thing reader will see before opening the communication sent • Subject field of your message should be meaningful • Subject field when you use the ‘reply’ option in case of e-mails should accurately reflect the content of the message • Subject should be brief - Does not need to be a complete sentence www.ThesisScientist.comSTAR Format of Written Communication 1. Analyze the Purpose 2. Consider the Audience 5. Execute with Confidence STAR / ACBDE Model of Communication 4. Detail & 3. Build the Design Structure Approach www.ThesisScientist.com STAR Format of Written Communication 2. Consider the Audience Recipients & Gender Bias • Write the name of the person that you are writing to, in the ‘To’ field • Write the name of the person / persons you want to be informed about the contents of the mail in the ‘Cc’ field • Do not write names in the ‘Bcc’ field • Avoid using he / she repeatedly. • Write sentences in the plural For example, “A vendor should give all his details for setting up the database.” can be changed to “Vendors should give all their details for setting up the database.” www.ThesisScientist.comSTAR Format of Written Communication 1. Analyze the Purpose 2. Consider the Audience 5. Execute with Confidence STAR / ACBDE Model of Communication 4. Detail & 3. Build the Design Structure Approach www.ThesisScientist.comSTAR Format of Written Communication 3. Build the Structure 1. Salutation 2. Content 3. Closing Structure of Written Communication www.ThesisScientist.com STAR Format of Written Communication 3. Build the Structure Salutation • Write to the reader as you would talk to him / her naturally - If you address John Smith as John in person, do not address him as Mr. Smith in your email, however, memos / circulars are more formal and hence require Mr. / Miss. • Use first names - Hi Chris … • Avoid “Good Morning” or “Good Afternoon” as your communication might reach late / different time zone www.ThesisScientist.comSTAR Format of Written Communication 3. Build the Structure Content Don’ts Do’s х Don’t tell the reader what you or they can’t  Mention any specific information that is do... tell them what can be done requested by the reader - If you cannot х Negative statements - Don’t tell them answer a question or provide definite something negative unless it is important that information: they have the information  state when you can send the information. For e.g. “ This report never goes into any  explain why you won’t be able to answer phase of the matter in detail, but covers each the query. part briefly.”  tell as much as you know / offer х Don’t use casual language – Business additional information when available. communication is always formal & organized  Use Positive statements For e.g. “This report discusses each step briefly.”  Content should be accurate & crisp www.ThesisScientist.com STAR Format of Written Communication 3. Build the Structure Closing • The final paragraph of a written business communication states what you want the person to do • Give timelines • Signoff with your name and contact details in case of any questions / clarifications • Do not say ‘thanks in advance/ anticipation. If you would like to thank someone for their help. Do it after the job. Say ‘ I appreciate your help’. Or ‘Thanks for the quick response’ • Close on a pleasant note www.ThesisScientist.com

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