Professional Documents
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Improving Personal Effectiveness Through Business Communication
Improving Personal Effectiveness Through Business Communication
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Communication
10/07/2020
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Trainer Bio
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Session Plan for Today
Topic
Ice Breaker
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Pre-training Assessment
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Ice-Breaker
Degrees of Separation
First, find a partner.
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Introduce yourselves to another participant
and make a list of five to ten things that you
have in common with each other.
Repeat with five other participants.
Introduce 2 people they have the most in
common with. And what are the things you
have in common.
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What do you expect from the
workshop?
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Workshop Objectives
Provide the basic skills to the participants to improve spoken and written
communication within the business environment.
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Understand the tips and rules for written and oral communication in the
business context.
Understand how to improve reading comprehension.
Understand how to communicate smoothly in the business environment.
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Pre-training Assessment
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You need 20 minutes to complete the assessment
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The context for Business Communication: Facing
Today's Communication Challenges.
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the problem and how can it be resolved.
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Scenario 1:
Bruce, a research chemist for a major petro-chemical company, wrote a dense
report about some new compounds he had synthesized in the laboratory from
oil-refining by-products. The bulk of the report consisted of tables listing their
chemical and physical properties, diagrams of their molecular structure,
chemical formulas and computer printouts of toxicity tests. Buried at the end of
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the report was a casual speculation that one of the compounds might be a
particularly effective insecticide.
Seven years later, the same oil company launched a major research program to
find more effective but environmentally safe insecticides. After six months of
research, someone uncovered Bruce’s report and his toxicity tests. A few hours
of further testing confirmed that one of Bruce’s compounds was the safe,
economical insecticide they had been looking for.
Bruce had since left the company, because he felt that the importance of his
research was not being appreciated.
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Scenario 2:
Joanne supervised 36 professionals in 6 city libraries. To cut the costs of
unnecessary overtime, she issued this one-sentence memo to her staff:
When workloads increase to a level requiring hours in excess of an
employee’s regular duty assignment, and when such work is estimated to
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require a full shift of eight (8) hours or more on two (2) or more consecutive
days, even though unscheduled days intervene, an employee’s tour of duty
shall be altered so as to include the hours when such work must be done,
unless an adverse impact would result from such employee’s absence from
his previously scheduled assignment.
After the 36 copies were sent out, Joanne’s office received 26 phone calls
asking what the memo meant. What the 10 people who didn’t call about
the memo thought is uncertain. It took a week to clarify the new policy.
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Good communication skills are
essential for
Job placement
Job performance
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Career advancement
Success in the new world of work
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Writing for Business Audiences
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Purposeful
Economical –clear, concise, brief
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The Writing Process
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Characteristics of Business Writing
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should be no doubt in communication.
The concerned audience must be targeted
The language used for targeting audience must not be attacking
It must be a real exchange of information
One cannot use any metaphor, poetic phrases or creative figures of speech
It must be clear and brief
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Characteristics of Business Writing
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It must be based on facts and figures
There must not be any personal opinion
It must be based on mutual understanding
One must use the exact format for business writing
It is for providing information, advice, instruction, support or conveying a
suggestion
It can be used to give a warning or valuing good work
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Improving Business Writing
Business writing must include certain style and grammatical
requirements and norms as follows:
Know your audience.
Use nonsexist language
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Don't overuse visuals.
Use simple, active verbs.
Avoid jargon and words that simply seek to impress.
Avoid unsupported generalizations
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Tips for Effective Business Writing
Put your main points first.
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Use "we’re" not "we are," and "we’ve" not "we have.
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Writing Business Messages
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or method through which a message is sent to its intended
receiver.
Channels of communications:
Oral Communication
Written Communications
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Which Channel Is Best?
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Written Oral
Urgency Safety
Supporting
Relationship
Technology
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Factors affecting
Scale of
Organization Channel
Selection
Distance
Cost
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General Tips for Business Writing
Know your audience.
Know your message, be sure what you want to achieve.
Make sure your document includes the answers to the Five W’s and an H: Who,
what, where, when, why and how. Show your document to someone outside your
department or company and ask whether anything is missing.
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Banish buzzwords and clichés.
Avoid using jargon or at least explain it.
Keep it tight.
Edit wisely.
Make it plain and simple:
Leave the symbols and abbreviations on your phone.
Write in active voice
Proofread
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Summary
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Writing for Business Audiences
Writing Business
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