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    Business Communication Skills For Managers: Module 2: Writing in Business

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    Mahad Baig Mirza
    1. The document discusses writing effective business communication by focusing on audience, message purpose, word choice, and formatting. 2. It emphasizes the importance of understanding the audience, crafting messages for their needs, and using clear, concise language without bias or jargon. 3. A three-part writing process is outlined, including planning the message, writing the message, and revising with critical review focused on readability and meaning.

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    Business Communication Skills For Managers: Module 2: Writing in Business

    Uploaded by

    Mahad Baig Mirza
    27 views30 pages
    1. The document discusses writing effective business communication by focusing on audience, message purpose, word choice, and formatting. 2. It emphasizes the importance of understanding the audience, crafting messages for their needs, and using clear, concise language without bias or jargon. 3. A three-part writing process is outlined, including planning the message, writing the message, and revising with critical review focused on readability and meaning.

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    business communication skills

    Original Title

    BCommManagers_02

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    1. The document discusses writing effective business communication by focusing on audience, message purpose, word choice, and formatting. 2. It emphasizes the importance of understanding the audience, crafting messages for their needs, and using clear, concise language without bias or jargon. 3. A three-part writing process is outlined, including planning the message, writing the message, and revising with critical review focused on readability and meaning.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    27 views30 pages

    Business Communication Skills For Managers: Module 2: Writing in Business

    Uploaded by

    Mahad Baig Mirza
    1. The document discusses writing effective business communication by focusing on audience, message purpose, word choice, and formatting. 2. It emphasizes the importance of understanding the audience, crafting messages for their needs, and using clear, concise language without bias or jargon. 3. A three-part writing process is outlined, including planning the message, writing the message, and revising with critical review focused on readability and meaning.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 30

    Business Communication

    Skills for Managers


    Module 2: Writing in Business
    Writing the Right Message
    Audience
    General Communication System
    Audience (cont.)
    • Downward and Upward Communication
    • upward: initiated by staff and directed at executives
    • complaint or request
    • Downward: executive levels to staff
    • policy manuals, rules and regulations
    • Horizontal Communication
    • information from peers to one of similar rank
    The Right Message
    Narrow and organize communication to highlight purpose

    Clear, efficient communication

    Positive, negative, and persuasive


    The Right Message (cont.)
    • Positive Messages
    • Routine or good news
    • Sympathy messages
    • Negative Messages
    • Bad news- want to avoid quitting
    • Refusal to provide refund, cancellation of event
    • Persuasive Communications
    • Need encouragement to act as sender desires
    • When receiver is reluctant
    Word Choice and Tone
    Writing for the Reader
    • Audience is receiver
    • Focuses on how writer can best convey message
    • You-view
    • Put receiver needs before sender
    • Start with what receiver needs to know
    Language as an Obstacle
    Avoid:
    • Clichés - makes writing boring
    • Jargon - “technical terminology or characteristic idiom
    of a special activity or group”
    • Slang - informal and less credible
    • Euphemisms/Doublespeak - unpleasant topics in polite
    way, disguises word meaning
    Bias-Free Writing
    Gender Bias: use both genders,
    plural subjects

    Race and Ethnicity Bias: don’t


    mention race

    Disability Bias: avoid labeled


    nouns
    Concise Writing
    • Sentence Length: one subject, one verb phrase -
    related to reader comprehension
    • Expressing accurate ideas
    • prepositions - avoid “with” or “of”
    • use verbs - more engaging
    • reduce extra words - detract from meaning
    • avoid repetition
    Concise Writing (cont.)
    Avoid Passive Voice - makes writing flat
    • Created using to be
    • “She was falling” versus “she fell”
    • How to identify passive voice
    • Something is happening
    • Subject is not doing that thing
    Clarity
    • Precision
    • must be clear, specific, and precise
    • Plain Words
    • focus should be on reader understanding
    • Lists
    • draw attention, add white space, emphasis
    Parallel Construction
    • Messages easier to absorb
    • Improves writing style
    • positive example: “Yara loves running, swimming,
    and hiking”
    • negative example: “Yara loves running, to swim, and
    biking”
    Emphasis
    Helps readers easily
    access intended
    message

    What is appropriate
    differs in age of texting
    & social media

    Not personal
    communication
    Three-Part Writing Process
    Planning Business Messages
    Great deal of analysis
    Determine how receiver likely feels
    about communication
    Enables writer to document process
    Pre-writing (outlines): guides to
    particular goal
    Planning Business Messages (cont.)
    Messages contain:
    • News: states point
    • Reasons: supports
    news
    • Goodwill and action:
    closing paragraph
    • Buffer: in negative &
    persuasive messages
    Planning Business Messages (cont.
    II)
    Persuasive Messages
    • Determine how likely receiver
    is going to comply with sender
    • AIDA (Awareness, Interest,
    Desire, Action)
    • Opens with positive or negative
    message
    • attention grabbing
    • discuss details
    Writing Business Messages
    • Post planning: need to craft
    words and phrasing
    • Must have writing skills
    • subject lines
    • constructing buffers
    • negative words and tone
    • You-View
    How to write persuasive, positive,
    and negative messages
    Revising Business Messages
    Rearrangement and fine tuning of a
    draft

    Highly critical step

    Two-step revision process

    Proofreading - avoid fragments, run-ons


    Word Processing Software
    Formatting Business Writing
    General format:
    • Non-indented paragraphs
    • 1.0 line spacing in paragraph
    • 2.0 line spacing between paragraphs
    • Left margin: straight line
    • Right margin: ragged or straight
    • Font size: 10 or 12
    Formatting Business Writing (cont.)
    Business letter format:
    • Sender's address, date,
    inside address,
    salutation, body, closing,
    attachments
    Business Memo & Email
    Format
    • Pay close attention to
    subject line
    Formatting Business Writing (cont.
    II)
    Style:
    • White space between words,
    paragraphs
    • Lists: easy-to-understand pattern
    • Headings: guide/provide
    messages
    • Font: Serif vs. Sans Serif
    • print Media vs. Digital Media
    Microsoft Word
    • Line and Paragraph Spacing
    • Headers and Footers
    • holds footnotes, page numbers,
    titles, etc.
    • information repeated every
    page
    Microsoft Word
    • Spell & Grammar Check
    • compares words against dictionary or database
    • press F7 to open
    • Sentence Length
    • File > Options > Proofing
    • “Show readability statistics”
    Google Docs
    • Line and Paragraph Spacing
    • select lines
    • Format > Line Spacing
    • Adding headers, footers, & page numbers
    • Insert > Header & page number
    • choose Header or Footer
    • enter text
    Google Docs (cont.)
    • Spell & Grammar Check
    • Sentence Length
    • Tools > word count
    • Command+Shift+C
    Quick Review
    • Know your audience and how to communicate with
    them
    • Think about the purpose of a message and stay bias-
    free
    • When writing, always be clear, concise, and provide
    emphasis
    • Remember the planning, writing, and reviewing stages
    • Using Microsoft Word and Google Docs to write
    messages

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