An organization must follow a system so that communication must flow smoothly and effectively.

1. An organization must follow a system so that communication must flow smoothly and effectively.

2. How could communication be not successful?

3. How could communication be successful?

4. Formal communication Could the tone of formal and informal communications be the same? In what way could they be the same? In what way could they be different? Informal communication

5. If you were Romeo, the businessman, how would you send a letter to Juliet?

6. Is it possible to be businesslike and romantic at the same time?

7. Dearest Ms Juliet: I am very happy to inform you that I have fallen in Love with you since the 14th of October (Sunday). With reference to the meeting held between us on the 13th of Oct. at 1500 hrs, I would like to present myself as a prospective lover.Our love affair would be on probation for a period of three months and depending on compatibility, would be made permanent.  Of course, upon completion of probation, there will be continuous on the job training and performance appraisal schemes leading up to promotion from lover to spouse.

8. The expenses incurred for coffee and entertainment would initially be shared equally between us. Later, based on your performance, I might take up a larger share of the expenses. However I am broadminded enough to be taken care of, on your expense account.I request you to kindly respond within 30 days of receiving this letter, failing which, this offer would be cancelled without further notice and I shall be considering someone else. I would be happy, if you could forward this letter to your sister, if you do not wish to take up this offer. Thanking you in anticipation,Romeo

9. Why Communicate? Research shows that 85% of a person’s success depends on relational skills: how well you know people and interact with them. -Zig Ziglar

10. Why Communicate? Nothing is important to a leader than effective communication skills. -Thomas Faranda

11. The Components of Communication Stimulus Message Destination Filter Medium Feedback

12. Types of Communication Verbal Nonverbal Oral Written Bodily movements Speaking Reading Physical appearance Listening Writing Voice Qualities Time Touch Space and territory

13. Barriers to Communication Inadequate Vocabulary Differences in Perception Inappropriate Emotions Differences in Interpretation Conflicting Signals Distractions

14. Ethics and Communication Defamation – any false and malicious statement that is communicated to others and that injures a person’s good name or reputation Slander – is defamation in temporary form such as oral communication Libel – in permanent form such as writing or videotape

15. Ethics and Communication • Three Major Conditions for Defamation • Statement is false • Statement is communicated to others • Statement harms a person’s good name • or reputation

16. Ethics and Communication Invasion of Privacy – any unreasonable intrusion into the private life of another person or denial of a person’s right to be left alone

17. Ethics and Communication Fraud– a deliberate misrepresentation of truth for the purpose of inducing someone to give up something of value. Misrepresentation- a false statement that is made innocently with no intent to deceive the other party.

18. Advantages of Written Communication • Has more impact than the oral one • Can be corrected and edited • Communicates a specific message • Reminds both parties when and why • the message was sent • Can serve as an official record of what • was agreed upon

19. Directions of a Written Communication • Upward • Downward • Lateral • Outward

20. Qualities of Effective Business Letters • Courtesy • Consideration • Correctness • Clearness • Conciseness • Concreteness

21. Courtesy • is far more than saying “Please” or “thank you” • Most genuine forms: • the manner • the language and tone • the generous and positive attitude • Generates goodwill (the decision of the customer to return to the place where he has been served well

22. Courtesy Is he courteous enough?

23. Consideration • Is the you attitude (writing from the point of view of the reader rather than that of your own) • Caters your readers’ comforts

24. Correctness • Is the spelling, grammar, punctuation and layout correct? • Are people’s names correct? Kristen? Kirsten? Christine? Stewart? Steward? (call the receiver or his secretary, if in doubt)

25. Clearness • Are the paragraphs clear and unambiguous? • Is this clear? • We’ll meet at 9:00.

26. Conciseness • Does the letter fuses completeness and conciseness? • Is this concise and complete? • I want 24 roses that are pink in color.

27. Concreteness • Does the letter contain concrete words, not abstract words? • Is this concrete? • This airplane is the fastest.

28. Let’s Review What quality is missing? Do not forget to call us when you arrive in Cebu. My business partner whose name is Martin Reyes came to visit me. For three days, she has lain in bed, has eaten nothing, and more water was drunk than usual. Please meet me tomorrow as soon as you get back from your trip.

29. WRITING WITH STYLE Style consists of the particular words the writer uses and the manner in which these words are combined.

30. 1. WRITE CLEARLY • Be accurate (doublecheck). • Be complete (wh questions). • Use familiar words. • Avoid dangling expressions. • Avoid unnecessary jargon.

31. 1. WRITE CLEARLY The hexad worked with élan in order to redact the report and eloin their guilt. The six people vigorously edited their report in order to conceal their guilt.

32. 1. WRITE CLEARLY Dr. Cruz gave a presentation on the use of drugs in our auditorium. Dr. Cruz gave a presentation in our auditorium about drugs.

33. 2. Prefer short, simple words. To recapitulate, our utilization of adulterated water supply precipitated the interminable delays. To review, our use of impure water caused the endless delays.

34. 2.Prefer short, simple words. Ascertain Endeavor Enumerate Fabricate Fluctuate Illustrate Indispensable Modification Learn Try List Make Vary Show Vital Change

35. 3. Write with vigor. Use specific concrete language The vehicle broke down several times recently. The ambulance broke down several times recently.

36. 3. Write with vigor. Avoid clichés and slang. Clichés are expressions that has become monotonous through overuse. Enclosed please find an application form that you should return at your earliest convenience. Please return the enclosed application form before December 10.

37. 3. Write with vigor. Other Clichés According to our records Company policy requires Do not hesitate to For your information If I can be of further help If you have any questions It goes without saying that Take this opportunity to

38. 3. Write with vigor. Slang is an expression that is short-lived, that is identified with a specific group of people. It turns my stomach the way you can break your neck and beat your brains out around here, and they will stab you in the back. I am really upset that this company ignores hard work and loyalty when it makes decisions.

39. 3. Write concisely. Avoid redundancy. Signing both copies of the lease is a necessary requirement. Combine the ingredients together. We are open seven days a week plus weekends.

40. 3. Write concisely. Avoid redundancy. Advance planning Any and all Basic fundamentals Consensus of opinion Free gift Over again Sum total Repeat again True facts Plan ahead Past history Each and every Aluminum metal Circular in shape

41. 3. Write concisely. Avoid wordy expressions Are of the opinion that Due to the fact that For the purpose of In order to With regard to

42. 3. Write concisely. Avoid hidden verbs. Carl made an announcement that he will give consideration to our request. Arrive at the conclusion Came to an agreement Gave a demonstration of Gave an explanation

43. Some Writing Principles • Our appearance communicates. • Our letter represents our business and us. • First impression lasts. • Just as an appropriately dressed individual • attracts people, make the appearance • of a business letter appropriate • to make a favorable response.

44. Parts of the Letter • Heading/Letterhead • Dateline • Inside Address • Attention Line • Salutation • Subject Line • Body of the letter • Complimentary Close • Signature • Signature Block • Reference Initials • Enclosure Notation • cc notation • Sample Letter

45. The Basic Parts of the Letter Letterhead (Heading) Estoque and Associates, Incorporated 1142 Dos Castillas Street Sampaloc, Manila Tel. No. 721-36-56 Fax No. 113-295-390 Email Address: ea_inc@yahoo.com

46. Dateline November 23, 2009 23 November 2009 X Nov. 23,2009 11-23-09

47. Inside Address Mr. Roger B. Arcamo President Manalo Enterprises 2182 Anonas Street Sta. Mesa, Manila 1000

48. Salutation Dear Mr. Arcamo Atty. Julius Arcamo Mesdames Ladies and Gentlemen Gentlemen The Reverend Father Julius Arcamo

49. Body of the Letter Introduction or Opening Statement The first thing any business letter writer has to consider in writing a letter  is the style of the letter on the page. There are several styles to choose from but generally only one style is used by a single business. The style in which   this letter is typed is full block. Body This style is gaining in usage because of its simplicity. Everything under the letterhead (dateline, inside address, salutation, body of the letter, complimentary close and signature) is aligned along the left margin. Notice also, that there is no colon after the salutation, and there is no comma after the complimentary close. This punctuation style is called open punctuation. Many businessmen prefer open punctuation for reasons of convenience.

50. Body of the Letter Closing Statement This style is popular among the businessmen because of its eye-catching layout. You can use it with assurance that it will be accepted by your business friends.