1. Copyright 2005 Thomson/South-Western Basic Letter & Memo Writing Fifth Edition Chapter 1: Effective Communication

2. Copyright 2005 Thomson/South-Western Effective Communication Meets the organization’s goals Satisfies the recipient’s need Gives you information you require Helps builds good relationships Is essential for success at work

3. Copyright 2005 Thomson/South-Western Keys to Effective Communication Desire Persistent effort Wise choices Knowledge Seeing it through

4. Copyright 2005 Thomson/South-Western Choosing a Medium Anticipated response of recipient Sensitivity of the situation Speed required Complexity of information Need for documentation Status and accessibility of recipient Costs

5. Copyright 2005 Thomson/South-Western Technology for Communication E-mail: most used and abused Software suites Online reference tools Shared location or database for files Intranets: company-owned networks Internet

6. Copyright 2005 Thomson/South-Western What Determines Cost Who produces the document How the document is produced How many copies are produced How the document is distributed

7. Copyright 2005 Thomson/South-Western Basic Writing Skills Clear, accurate, concise writing Appropriate language Correct grammar, spelling, and punctuation

8. Copyright 2005 Thomson/South-Western Advanced Skills Critical thinking Analytical skills Reading skills Interpersonal skills Research skills Information management skills

9. Copyright 2005 Thomson/South-Western Style People prefer different styles Formality matters Style should be appropriate to the situation Adapt your style to the reader’s needs

10. Copyright 2005 Thomson/South-Western The Process of Writing Using a free-form approach –Put down thoughts, organize thoughts & add substance for first draft, revise, edit, & proofread draft Using a structured approach –Plan a message, collect & organize information, prepare a detailed outline, write a draft, review it & then revise

11. Copyright 2005 Thomson/South-Western –Using combined approach Planning, having at least mental outline, preparing draft, revising draft, editing & proofreading Use a style that works best for you

12. Copyright 2005 Thomson/South-Western Good Writers Want to write well Develop related skills Revise and edit as needed Work hard to be better writers