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Basic Letter & Memo Writing Fifth Edition. Chapter 1: Effective Communication. Effective Communication. Meets the organization’s goals Satisfies the recipient’s need Gives you information you require Helps builds good relationships Is essential for success at work.
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Basic Letter & Memo WritingFifth Edition Chapter 1:Effective Communication
Effective Communication • Meets the organization’s goals • Satisfies the recipient’s need • Gives you information you require • Helps builds good relationships • Is essential for success at work
Keys to Effective Communication • Desire • Persistent effort • Wise choices • Knowledge • Seeing it through
Choosing a Medium • Anticipated response of recipient • Sensitivity of the situation • Speed required • Complexity of information • Need for documentation • Status and accessibility of recipient • Costs
Technology for Communication • E-mail: most used and abused • Software suites • Online reference tools • Shared location or database for files • Intranets: company-owned networks • Internet
What Determines Cost • Who produces the document • How the document is produced • How many copies are produced • How the document is distributed
Basic Writing Skills • Clear, accurate, concise writing • Appropriate language • Correct grammar, spelling, and punctuation
Advanced Skills • Critical thinking • Analytical skills • Reading skills • Interpersonal skills • Research skills • Information management skills
Style • People prefer different styles • Formality matters • Style should be appropriate to the situation • Adapt your style to the reader’s needs
The Process of Writing • Using a free-form approach • Put down thoughts, organize thoughts & add substance for first draft, revise, edit, & proofread draft • Using a structured approach • Plan a message, collect & organize information, prepare a detailed outline, write a draft, review it & then revise
Using combined approach • Planning, having at least mental outline, preparing draft, revising draft, editing & proofreading Use a style that works best for you
Good Writers • Want to write well • Develop related skills • Revise and edit as needed • Work hard to be better writers