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Objectives

Objectives. Describe the writing process and effective writing strategies Explain the importance of readable formatting Describe the development and current usage of the business letter Describe the purpose and form of memorandums Understand the phenomenal growth and nature of email

jacob-cervantes
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Objectives

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  1. Objectives • Describe the writing process and effective writing strategies • Explain the importance of readable formatting • Describe the development and current usage of the business letter • Describe the purpose and form of memorandums • Understand the phenomenal growth and nature of email • Follow email conventions and organize and write clear email messages • Understand the nature and business uses of text messaging and instant messaging • Understand the nature and business uses of social networking

  2. Overview • The Writing Process • The Importance of Readable Formatting • The Main Types of Business Messages • Letters • Memorandums • Email • Text messaging • Instant messaging • Social networking

  3. The Writing Process

  4. The Writing Process • Planning the Message • Determining goals • Analyzing the audience • Gathering and collecting information • Analyzing and organizing the information • Choosing a form, channel, and format

  5. The Writing Process • Drafting the Message • Avoid perfectionism. • Keep going. • Use your own favorite strategies.

  6. The Process of Writing • Revising • Revising • Editing • Proofreading

  7. The Importance of Readable Formatting • Avoid an intimidating document. • Use formatting devices to enhance readability and comprehension: • White space • Headings • Typographical emphasis (e.g., bold, italics) • Bulleted lists • Diagrams and pictures

  8. Main Types of Business Messages

  9. Letters • The most traditional type of business message • Format (Appendix B) • Formality • Audience

  10. Memorandums • Memorandums (Memos) • Format • Date • To • From • Subject • Formality • Audience • A traditional genre being replaced by email

  11. Emails • Email • Advantages of Email • Eliminates telephone tag • Saves time • Speeds up decision making • Is cost effective • Provides a written record • Disadvantages of Email • Not confidential • May not communicate writer’s emotional intent • May be ignored

  12. Email Structure • Subject line • Is short (5 – 7 words) • Captures the main point • Is capitalized as you would a book or article title • Beginning • Name of the recipient • Generic greeting • Formal salutation • Purpose

  13. Email Structure • General organization • Important information first • Additional information in descending order of importance • Other options • Direct approach (Ch. 6) • Indirect approach (Ch. 7) • Business report format and structure

  14. Email Structure • Informal Writing • Retains some casual qualities (personal pronouns, contractions). • Is conversational. • Example: “I’ve read your excellent proposal. I predict the administrators will approve it.”

  15. Email Structure • Formal Writing • Maintains distance between writer and reader. • Avoids personal references and contractions. • Example: “The proposal is excellent. The executives are likely to approve it.”

  16. Email Structure • Conciseness • Keep sentences and paragraphs short • Use words economically • Paraphrase previous messages concisely • Quote selectively • Clarity • Practice clear writing techniques (Ch. 2 – 4) • Use concrete, vigorous, precise language

  17. Email Structure • Etiquette • Be courteous and fair. • Build goodwill with every email. • Never write when angry. • Avoid “flaming.” • Correctness • Use the spell checker. • Use standard business English. • Remember: Correctness affects professional image.

  18. Email Structure • The closing • Informal • The writer’s name • No name • More formal • “Thanks,” “Regards” • Formal • “Sincerely” • Signature block

  19. Email Structure • Emphasis devices • Italics • Bold type • Color • Asterisks • Dashes • Solid caps • Initialisms • BTW • FYI • FAQ • TTFN • TIA • LOL

  20. Text & Instant Messaging • Used for promotions, brand awareness, customer relations • Typically limited to 150 characters • Tips • Cover all critical information. • Keep it short. • Strive for clarity. • Maintain a conversational tone. • Adapt messages to the audience. • Keep language and content professional.

  21. Social Networking • Examples • Facebook, MySpace • Twitter, LinkedIn • Personal and corporate blogs

  22. Social Networking • Uses • External communication with customers or clients • Publicity or product promotion • Internal communication • Evaluate potential employees • Reminder: Nothing on these sites is confidential. Your employer (or a potential employer) may view them.

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