1. Recap Verbal Communication Non verbal Communication
Paraverbal communication
Barriers in Communication
Verbal & Nonverbal Communication

2. 7 C’s of Communication

3. First, What is Business Writing?
Business writing is workplace writing, which is a form of technical writing.
Business Writing
Workplace Writing
Technical Writing

4. Business Writing is technical communication or technical writing

5. Workplace Writing
Workplace writing is generally “persuasive” writing:
Example 1: A Resume to persuade a potential employer to offer an interview
Example 2: A Findings Report to persuade employees to follow certain policies or procedures in order to improve performance or correct errors or problems

6. Some Types of Workplace Writings
Business Letters
Formal; An external communication
Transmissions
Informal; External correspondence written to business associates and internal correspondence to personal friends
Memoranda/ Memorandum
Informal style of business letter; Internal correspondence written to colleagues within a company
Reports
Financial, audit, or statistical report that identifies the specific problem and presents collected data, research, or recommendations for the change process
Contracts
Binding agreements or proposals between two or more parties that can become legal documents if they include an offer that is accepted
Manuals
A written set of instructions, procedures or policies
PowerPoint
A soft-ware generated, visual slide show, with animation options, that hosts a set of notes or bulleted points, an agenda, or other information that supports a discussion

7. General Business Tip . . .
Generally, it is an expected and common business practice to keep photocopies / hard (paper) copies of any communication you send to another person regarding any business matter.

8. How to Create Effective Technical or Workplace Writings:
Focus on the purpose of your writing
Focus on your readers (Audience)
Satisfy document requirements (Documentation style; visuals; data)
Get to the point (Concise, uncluttered sentences)
Provide accurate information (Research)
Express yourself clearly (Grammar; Proofreading)
Format your pages carefully (be neat and leave white space)
Manage your time efficiently (Meet deadlines)

9. Formatting a . . .
Business Memo

10. What should you know about Business Memos? They . . .
are used within an organization
usually are informal in style
normally function as a non-sensitive communication
are short and to-the-point
have a business tone / no slang or jokes
do not require a salutation (formal greeting)
do not have a complimentary closing as does a business letter (END)
have a format very different from a business letter
may address one person or a group of individuals

11. Memo Sample College of Business Administration Business Communication
Memorandum
To:         CBA Students
From:     Dale Coattail
Date:     September 10, 2007
Re:         How to Write a Memo
Your instructor has asked you to write a memo, which is the most common form of written communication in business. In order to perform this task successfully, you should conform to general business standards of content, format, structure and language use. Regarding Content, the first rule of writing a good memo is "Get to the point!" The second rule is "Know what your purpose is." Before you start writing, be sure that you know what your "answer" is to the boss's or colleague's question. Don't include all your thinking in the memo. While several pages of thinking might get written as you come up with the answer, the memo includes only the answer. Citations, financials, or justifications that must be available to the reader can be added as appendices or written as a separate, formal report. The memo should include only those ideas that are required for the reader's action or decision.
Format This memo is an example of memo format. Note especially the routing information, the use of headings, and the single spaced block paragraphs.  If your memo looks like a memo, there's a better chance a business reader will take your ideas seriously.  If you are working in a CBA lab, the easiest way to duplicate the proper memo format is to use a template.  (Select "new" from the File MENU and select the "memo" tab on the dialogue box.)   
Structure The typical memo is only 2 or 3 paragraphs and fits on one page. The first paragraph summarizes the gist of the whole memo, then the main points are covered in the same order they were previewed. Again, this memo provides an example of the typical structure.
Language Use A memo is often less formal than a letter, but should still be written with a businesslike tone. You can be friendly, but not cute. Your professional image depends on perfect spelling and grammar, but you can usually get away with a few "down home" expressions. Edit for wordiness and get directly to the point. Use language to communicate your ideas effectively and efficiently. (END)
cc:          Your Instructor
Headings/ routing information
Executive Summary or Introduction
Start the Body / Body Headings
Special note

12. Formatting a . . . ?
Business Report

13. What is a “Business Report”?
A business report is a technical report designed to persuade readers.
A written business report communicates research findings, progress evaluations, proposal plans, or other information regarding a business practice, situation, or project.

14. Why create Business Reports?
In a global society, the ability to report findings and develop expansion plans and propose solutions to business-related problems gives company’s a strategic advantage in world markets.
Business reports, formal or informal, are technical communications that support business by persuading business leaders, employees, clients and other business stakeholders.

15. Regardless of what you write, Consider this Triangle . . .
Writer
(your ethics, morals,
skill set
and Plans to use
Your characteristics
to meet your purpose)
Audience
(the passions, interests, or characteristics of the ones you’re trying to persuade and their characteristics)
Subject
(the logic you will present
-- your topic or message)

16. Formal Business Report Format
General Sections of a long Business Formal Report:
Title Page
List of Tables and Illustrations
Letter of Transmittal
Synopsis / Executive Summary / Abstract
Table of Contents
Introduction (required) (Header may start on this page)
Methods of Research
Findings / Analysis (Discussion)
Conclusions
Recommendations
Appendix (Graphs and Tables)

17. 7 Cs 0F Communication COMPLETENESS CONCISENESS CONSIDERATION CLARITY
CONCRETENESS
COURTESY
CORRECTNESS

18. COMPLETENESS
Business message is complete when it contains all facts the reader or listener needs for the reaction you desire.
As you strive for completeness, keep the following guidelines in mind;
Provide all necessary information
Answer all questions asked
Give something extra when desirable

19. COMPLETENESS Answer all questions that are asked
Give something extra when desirable
Check for five Ws & one H
Who
What
When
Where
Why and
How

20. Provide All Necessary Information
Answering the five W’s helps make messages clear: Who, What, When, Where, and Why.
Answer All Questions Asked
Look for questions: some may even appear buried within a paragraph. Locate them and then answer precisely.
Give Something Extra, When Desirable
Use your good judgment in offering additional material if the sender’s message was incomplete.

21. Exercise-1
You are the president of an industry association and have received the following inquiry from an out of town member:
“I think I would like to attend my first meeting of the association, even though I am not acquainted with your city. Will you please tell me where the next meeting is being held?”
How would you reply to this letter keeping in mind Completeness of the message?

22. CONCISENESS Eliminate wordy expressions
Include only relevant statements
be focused
Shorten & avoid long explanations
avoid gushing politeness
Avoid unnecessary repetitions
use short forms the second time
use pronouns

23. Eliminate Wordy Expressions
Use single words in place of phrases. Even Winston Churchill made extensive use of simple, one syllable words.
Example
Wordy: At this time
Concise: Now
Wordy: Due to the fact that
Concise: Because

24. CONCISE Due to the fact that Employed the use of Basic fundamentals
Completely eliminate
Alternative choices
Actual experience
Connected together
Final result
Prove conclusively
In as few words as possible

25. CONCISE Because Used Due to the fact that Fundamentals
Eliminate
Alternatives
Experience
Connected
Result
Prove
Concisely
Due to the fact that
Employed the use of
Basic fundamentals Completely eliminate
Alternative choices
Actual experience
Connected together
Final result
Prove conclusively
In as few words as possible

26. Include Only Relevant Material
Wordy: We hereby wish to let you know that our company is pleased with the confidence you have respond in us.

27. Concise: We appreciate your confidence.

28. Exercise Find single word substitutes for the phrases:
With regard to about
Despite the fact that although
At the present writing now
Is of opinion that thinks
In the first place first
At a rapid rate fast

29. Exercise
Rewrite the following by omitting articles, trite (worn out) expressions, wordy sentences and repetitions:

30. Exercise –contd.
At this time I am writing to you to enclose the post paid appointment for the purpose of arranging a convenient time when we might get-together for a personal interview.

31. Exercise –contd.
Will you ship us sometime, any time during the month of October , or even November if you are rushed , for November will suit us just as well , in fact a little bit better , 300 of the regular three and a half inch blue arm bands with white sewn letter in the middle .  

32. CONSIDERATION
Consideration means preparing every message with the message receivers in mind; try to put yourself in their place.
You are considerate
you do not lose your temper
you do not accuse and you do not charge them without facts
the thoughtful consideration is also called “you-attitude”.

33. CONSIDERATION Focus on YOU instead of I & WE
Show reader benefit & interest
Emphasize on positive & pleasant
Apply integrity & ethics

34. Focus on “You” Instead of “I” or “We”
Using “you” does help project a you-attitude. But overuse can lead to a negative reaction.

35. Show Audience Benefit or Interest in the Receiver
Reader may react positively when benefits are shown them. Benefits must meet recipients:
needs
address their concerns, or
offer them rewards
Most important they must be perceived as benefits by the receivers.

36. Ex.- Write with a ‘you ‘ attitude , it shows consideration
I want to send my congratulations for --(Congratulations to you….)
We will ship soon the goods of your order---
We pay eight percent interest on -----

37. Ex -Avoid negative – unpleasant words to show consideration
It is impossible to open an account for you today.
When you travel on company expense, you will not receive approval for first class fare.  

38. Ex : Show reader benefit or interest
Because we have not written to you in sometime , please help us bring our record by filling and returning the other half of the card.

39. CONCRETENESS
Communicating concretely means being specific, definite, and vivid rather than vague and general. Often it means using donatives (direct, explicit, often dictionary based) rather than connotative words (ideas or notions suggested by or associated with a word or phrase)

40. CONCRETENESS Use specific facts and figures Put action into words
Choose vivid image building words by comparison & figurative language
Use more adjectives and adverbs

41. Use Specific Facts and Figures
It is desirable to be precise and concrete in both written and oral business communication.

42. Example Vague, General, Indefinite Student GMAT scores are higher.
Concrete, Precise
In 1996, the GMAT scores averaged 600; by 1997 they had risen to 610.

43. Put Action in Your Verbs
Verbs can activate other words and help make your sentences alive, more vigorous.
Use active rather than passive verbs.
Put action in your verbs rather than nouns

44. Example Passive : The memo was sent by the manager Active:
Passive: The scientist discovered the formula.

45. Choose Vivid, Image-Building Words
Business writing uses less figurative language than does the world of fiction.
Bland Image
This is a long letter.
More Vivid Images
This letter is three times as long as you said it would.

46. Ex- Rewrite the following in concrete form as the sentences are too general and vague
Our product has won several prizes.
These brakes stop a car within a short distance.

47. Ex: Put action into the words by using active instead of passive voice
Tests were made by us. 
A full report will be sent to you by the supervisor.
Mr. Singh will give consideration to the report…

48. Ex : Use vivid image building words – adjectives and adverbs , and use less of abstract nouns
The camera has a system that gives good pictures.

49. CLARITY
Getting the meaning from your head to the head of your reader (accurately) is the purpose of clarity. Of course you know it is not simple. We all carry around our own unique interpretations, ideas, experiences associated with words.

50. CLARITY Choose short , familiar & conversational words
Construct effective sentences and paragraphs by unity of idea and sequencing
Achieve appropriate readability by using formal & informal language
Include examples, illustrations & visual aids

51. Choose precise, concrete and familiar words
Unfamiliar: After our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property. Familiar: The data we studies show that your property is profitable and in high demand.

52. Construct Effective Sentences and Paragraphs
At the core of clarity is the sentences.
This grammatical statement, when clearly expressed, moves thoughts within a paragraph. Important characteristics to consider are:
Length
Unity
Coherence
Emphasis

53. Ex : Use simple words
Subsequent later
Accede agree
Endeavour try
Supersede replace
Disclose show

54. COURTESY
True courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a sincere you-attitude.

55. COURTESY
The following are suggestions for generating a courteous tone;
Be sincere , tactful, thoughtful and appreciative
Omit expressions that hurt , irritate, or insult
Grant apologies graciously

56. Be Sincerely Tactful, Thoughtful, and Appreciative
Though few people are intentionally abrupt or blunt, these negative traits are a common cause of discourtesy.
More Tactful
Tactless, Blunt
It’s my understanding…
Sometimes my wording is not precise; let me try again
Stupid letter; I can’t understand any of it.
Clearly, you did not read my latest fax.

57. Use Expressions that Show Respect
No reader wants to receive message that offend.
Skip Irritating Expressions
You are offending
You failed to
Contrary to your inference
Inexcusable
Simply nonsense

58. Activity Bring courtesy in the following text:
Hey man, what’s this I hear about the good news? You sure pulled a fast one this past weekend-and then didn’t tell any of us about it.
Give my regards to the little lady. And wish her the best; she’ll need it.

59. More courteous
Warm congratulations on your wedding! Well, you certainly took us by surprise. In fact, just a few of us even suspected you were taking off to get married. But even though we did not hear about it, we wish you the best. Give our warm regards to your new partner.

60. Choose Nondiscriminatory Expressions
Another requirement for courtesy is the use of nondiscriminatory language that reflects equal treatment of people regardless of gender, race, ethnic origin, and physical features.

61. Sexist Terms: “Man” words
Freshman
New student, Entering student
Manpower
Workers, Employees
Man-made
Constructed, Manufactured, Built
Chairman
Chairperson, Chair

62. Singular pronouns
Anyone who comes to the class late will get his grade reduced.
Each manager has an assigned parking place. He should park his car……….

63. Names Treat each gender with respect. Examples: Ted Aprill and Ruth
Ted and Ruth Aprill
Mrs Aprill and Ted
Ms. Aprill and Mr. Aprill

64. Titles
Mr.
Miss
Mrs. Ms

65. Ex : Show courtesy by avoiding tactless & blunt language
Your letter is not clear at all:
Obviously, if you would read your policy carefully you will be able to answer these questions yourself.

66. Ex : Use gender friendly substitutes
The best man for the job
Manpower  
Salesman  
Chairman

67. CORRECTNESS
At the core of correctness is proper grammar, punctuation, and spelling. However a message may be perfect grammatically and mechanically but still insult or lose a customer.

68. CORRECTNESS Use the right level of language
Check accuracy of facts, figures and words
Maintain acceptable writing mechanics
Choose non discriminatory language
Use parallel language

69. The right level of language, accuracy, and acceptable mechanics
Select the right level of language for your communication either formal or informal.
Realize that formal language is most often used in business communication.
Check for correct figures, facts, and words.
Apply the principles of accepted mechanics to your writing.

70. Use the Right Level of Language
Formal and Less Formal Language
More Formal
Less Formal
Participate
Procure
Endeavor
Join
Get
Try
Check Accuracy of Figures, Facts, and Words
A good check of data is to have another person read and comment on the validity of the material.

71. Few tips for effective verbal messages
Be direct
Consider your audience
Be clear
Watch your non-verbal signals
Pay attention to the receivers
Repeat when needed
Communicate bit by bit
Use varying techniques
Auditory/Visual/Kinesthetic

72. Summary What is Business writing? Types? 7 Cs of Communication
COMPLETENESS
CONCISENESS
CONSIDERATION
CLARITY
CONCRETENESS
COURTESY
CORRECTNESS