business powerpbusioints business communication raman&singh
TRANSCRIPT
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Business Writing
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Agenda
Written business communication
Types of messages
Approaches to writing
Stages in writing
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Written Communication
Writing is crucial to modern organizations
Reports, proposals, manuals, plans, memos, letters,
e-mails, notices, circulars, websites
Inform, persuade, sustain relationships, record
convey routine matters, goodwill messages,
positive, negative messages,
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Types of messages
Positive or good news : reflects goodwill
( appreciation, sympathy, thanks, etc.)
Negative or bad news messages: undesirable /
disappointing ( denials, rejection, refusal, etc.)
Neutral or routine messages: important but least
emotional ( acknowledgements, inquiries, requests)
Persuasive or influential messages: motivate or makeothers agree ( proposals, replacement, buy, etc.)
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Approaches to writing
Direct Approach
Indirect Approach
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Approaches to writing
Direct approach
Used when writing to inform
Details arranged in the decreasing order of
importance
Both positive and neutral messages
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Approaches to writing
Indirect approach
Mostly to convey negative information
Also used to persuade
Reasons first and then action
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Five main stages in writing
Prewriting : purpose, readers, data, organize, outline
Drafting : right balance, right words, tailoring
language to the audience
Revising: process of modifying, increase
effectiveness
Formatting: appearance, design elements, professional
look, appropriate to specific message
Proofreading: read from printed copy, allow time, read
aloud, double check names, spellings, punctuation, etc.
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Business Correspondence
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Agenda
Basic principles
Writing strategies
Components
Common types
Persuasive letters
Memorandum
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Basic principles
Give importance to readers : readers background,
relationship, needs
Keep to the point: clarity of objectives, outline
Set the right tone: friendly & efficient
Write a strong opening : gain attention, most
important information first, should stand out
End emphatically : polite and business-like note,
summarize key point
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Writing strategies
Stat the main business / purpose / subject
Keep paragraphs short
Provide topic indicators
Place important information strategically
Focus on recipients needs
Give an action ending whenever appropriate
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Components
1. Heading
2. Inside address
3. Salutation
4. Subject / reference line
5. Body of the letter
6. Complimentary close
7. Enclosures
8. Copies
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Common types
Routine letters : seeking / giving information
Covering letters : job application, sending some
documents
Thank you / follow up letters
Acceptance / rejection letters
Resignation letters
Inquiry / complaint / adjustment letters
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Persuasive letters
To convince the reader
Likely to grant easy / likely to reject - difficult
Three purposes : to make the reader act, to build a
good image, create a good relationship
Four important things : details of your request, facts
about the reader, specific action desired, any possible
objections
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Effective memos
Internal correspondence
Introduction : Reference point
Discussion : Complete, correct and current
information, headings and sub-headings
Conclusion : summary of the discussion, tone
friendly, courteous and positive
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Business Reports and Proposals
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Agenda
Business Reports Business Proposals
Definition Definition
Purposes Types
Types Components
Characteristics Formats
Steps Winning elements
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Business Reports - Definition
Logical presentation of facts and information
Orderly arrangement of some factual information
Compilation of information that has been sought,
collected, organized and written to convey a specific
message
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Business Reports - Purpose
Convey information
Assist decision-making
Solve a business problem
Record historical information
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Business Reports - Types
Directors / Boards report
Auditors report
Cost Audit report
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Business Reports Characteristics
Accuracy : in both information and writing : factual
information, reliable sources, accuracy in reporting,
accuracy in writing
Objectivity: free from personal prejudices :
distinguish between facts and opinions, present both
positive and negative information
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Business Reports Writing Steps
Be clear with purpose and scope
Determine audience
Collect information
Analyse data
Identify solutions
Organize the report
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Business Proposals - Definition
Written document to persuade the reader to accept a
suggested plan of action
Persuasive presentation for consideration of
something
A written sales offer to sell ideas or services
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Business Proposals - Types
Internal : within organization, less voluminous than
external, not all details required, memo / manuscript
External : written to person / organization outside,
detailed, letter / manuscript form
Solicited : arises out of specific demand,
understanding of customers needs important
Unsolicited: sent without the recipients demand,
should persuade the reader
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Business Proposals - Components
Title page
Executive summary
Introduction
Statement of need
Project description
Project management
Budget
Qualifications
Conclusion
Appendix
Special section if any
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Business Proposals - Format
Cover letter / Memo attached to proposal
Proposal built within memo
Business letter plus proposal
Proposal within business letter
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Business Proposals Winning Elements
Solutions : best amongst many, implementation
Benefits : confidentiality, gain
Credibility: convince, testimonials
Samples : small sample in similar area
Targeted: intended audience, appropriate language