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1 Effective Written Communication 2 Writing Effective Messages

C H A P T E R. 8. Written Communication. 1 Effective Written Communication 2 Writing Effective Messages 3 Guides for E-Mail, Letters, Memos, and Reports. “C” Characteristics of Effective Communication. Complete Clear Correct Concise Courteous Considerate. AVAVA/Shutterstock.com.

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1 Effective Written Communication 2 Writing Effective Messages

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  1. C H A P T E R 8 Written Communication 1 Effective Written Communication 2 Writing Effective Messages 3 Guides for E-Mail, Letters, Memos, and Reports

  2. “C” Characteristics of Effective Communication • Complete • Clear • Correct • Concise • Courteous • Considerate AVAVA/Shutterstock.com

  3. The W Questions • Why is the message being written? • What information is needed? • Who needs to receive the message? • When is the action taking place? • Where is the action taking place?

  4. Checklist for Conciseness • Short sentences and paragraphs • Simple, easy-to-understand words • Bulleted and numbered lists • Avoidance of • Unnecessary repetition • Excessive information • Wordy phrases

  5. Writing Effective Messages • Determine the goal or purpose. • Analyze the reader/audience. • Consider the tone. • Gather the appropriate information. • Organize the content. • Compose and edit the document. • Prepare the final document.

  6. Determine the Goal or Purpose • What is my purpose in writing? • What do I hope to accomplish? • You may want to • Inform the reader • Provide information • Establish a record of facts • Promote goodwill • Persuade the reader to take or forego an action

  7. Analyze the Reader/Audience • Identify needs and interests. • Write to address them. • Consider level of formality and language. • General audience • Professional audience • International audience

  8. Consider the Tone and Gather Information • The you approach • Sources of information • The organization’s files • Employer or colleagues • The Internet, periodicals, or books

  9. Organize the Content • Read through your notes and group like ideas together. • Choose an approach. • Direct—good news or routine request • Indirect—negative news • Persuasive—convince or convert negative or indifferent readers • Choose the message format.

  10. Compose the Document • Write everything you want to say in rough-draft form. • Do not spend time agonizing over each word and punctuation mark. • Typical business message structure • Opening paragraph • Developmental paragraphs • Closing paragraph

  11. Edit the Document • Keep the “C” characteristics in mind. • Check paragraphs for • Unity • Coherence • Parallel structure • Eliminate the passive voice.

  12. E-Mail Guidelines • Be appropriately formal. • Write a descriptive subject line. • Limit your message to one screen. • Edit and proofread carefully. • Include your name and title (if appropriate). • Be wary of humor or sarcasm.

  13. E-Mail

  14. E-Mail Ethics • Do not send personal e-mail. • Be professional toward others. • Do not forward • Junk mail or chain letters • Messages without the senders’ permission • Do not include personal information.

  15. Memorandum Guidelines • Use a memorandum • For longer messages • When a signature is needed • For confidential or sensitive messages • Slightly more formal than e-mail but less formal than letters

  16. Memorandum

  17. Letter Guidelines • Represent the company to the public • More formal than e-mail and memos • Preferred for current and prospective clients and customers • May use • Block or modified block style • Open or mixed punctuation

  18. Letter Using Direct Approach

  19. Letter Using Indirect Approach

  20. Letter Using Persuasive Approach

  21. Guidelines for Reports • Purpose of business reports • Provide information • Describe a problem and suggest a solution • Informal or formal • Informal: progress reports, monthly sales reports, team or task force reports • Formal: business proposals or research reports

  22. Guidelines for Reports • Conducting research • Primary research • Secondary research • Evaluating information • Documenting sources Diego Cervo/Shutterstock.com

  23. Informal Reports • May have only one or two parts • Executive summary (sometimes)  Background Major findings Recommendations • Body • Or may be formatted as a memo

  24. Formal Reports • Usually contain several parts • Executive summary • Title page • Table of contents • Body • Bibliography or references section • One or more appendices • Typically formatted in manuscript style

  25. Tables and Graphics

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