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Business documents and correspondence
Housekeeping › mobile phones › break times › toilets › emergencies © smallprint 2
Workshop overview At this workshop the following will be addressed: › identification and planning of business documents › document purpose and audience › formats › key points to be covered › draft documents › checking written documentation › using electronic communication © smallprint 3
Workshop expectations What do you know about the topic? What do you need to know? What outcomes do you expect from this workshop ? © smallprint 4
Topic 1 © smallprint 5 Requirements, methods and standards
Business writing © smallprint 6 Business writing relates directly to the organisation's image and professionalism.
Protocols © smallprint 7 Know your organisation’s protocols and expectations.
Activity © smallprint 8
Business Requirements What shall I write? © smallprint 9
Activity © smallprint 10
Topic 2 © smallprint 11 Audience and document purpose
Intended audience ‘When something can be read without effort, great effort has gone into its writing.’ (Enrique Jardiel Poncela) © smallprint 12
Audience Make sure your writing can be understood by the audience for whom it is intended. © smallprint 13
Activity © smallprint 14
Collect and collate the necessary information You might write to: › inform › persuade › motivate › question › promote © smallprint 15
Conveying accurate information © smallprint 16 What do you want me to do? Is this information correct? What if it is wrong?
Complex documents © smallprint 17 Complex documents can contain text, pictures, graphs, tables, diagrams. The design element will be dependent on the document purpose.
Activity © smallprint 18
Topic 3 Format and structure © smallprint 19
Style Design elements include: › page size › page shape › margins and paragraph indentation › photographs and illustrative material › colour › white space › fonts › justification and alignment › capitals › headings › lists and tables › logos, branding, organisational identity requirements © smallprint 20
Great rules for writing 1.Do not put statements in the negative form. 2.And don’t start sentences with a conjunction. 3.If you reread your work, you will find on rereading that a great deal of repetition can be avoided by rereading and editing. 4.Never use a long word when a diminutive one will do. 5.Unqualified superlatives are the worst of all. 6.De-accession euphemisms. 7.If any word is improper at the end of a sentence, a linking verb is. 8.Avoid trendy locutions that sound flaky. 9.Last, but not least, avoid clichés like the plague. (William Saffire) © smallprint 21
Activity © smallprint 22
Different documents ‘Be obscure clearly.’ (E.B. White) © smallprint 23
Courtesy: › good manners › social conduct › polite behaviour © smallprint 24
Editing © smallprint 25 Ya think we can edit out the beard?
Proofing © smallprint 26 ‘The wastebasket is a writer's best friend.’ (Isaac Bashevis Singer) ‘Proofread carefully to see if you left any words out.’ (Unknown) ‘The beautiful part of writing is that you don't have to get it right the first time, unlike, say, a brain surgeon.’ (Robert Cormier)
Activity © smallprint 27
Topic 4 ing — electronic communication © smallprint 28
© smallprint 29 Communication and connectivity.
Electronic communication Electronic tools © smallprint 30
Managing s Regularly clean out s. Permanently delete those that are no longer needed. © smallprint 31
Recording s Develop an effective system for storing the s you need to keep. © smallprint 32
Activity © smallprint 33
Summary Before leaving today please share: › 1 t thing you learned › 1 new practice you will undertake at work › 1 activity you enjoyed Thankyou for your attendance and participation. © smallprint 34
Two thoughts ‘A synonym is a word you use when you can't spell the other one.’ (Baltasar Gracián) ‘I didn't have time to write a short letter, so I wrote a long one instead.’ (Mark Twain) © smallprint 35
Delivering training at work. Housekeeping › mobile phones › break times › toilets › emergencies © smallprint 2.
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