MPI Nuts & Bolts "Business Communications"

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This "Business Communications" presentation was given at the recent Vancouver Nuts & Bolts Conference organized by Meeting Planners International.

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  • Friday, February 18, 2011 MPI T.I.M.E. Conference
  • MPI Nuts & Bolts "Business Communications"

    1. 1. Business Writing:Communicating the Right Message, the Right Way, the Right Time<br />
    2. 2. Takeaways<br />Know how to adapt your written message to your audience<br />Learn about email guidelines<br />Learn tips for a clear, concise and effective writing style<br />
    3. 3. Why me?<br />
    4. 4.
    5. 5. Overview<br />
    6. 6. Why care?<br />
    7. 7. “Business is competition. To give your business the competitive edge, you need to be perceived as the more knowledgeable, competent and professional over those who may be viewed as your direct competitors.”<br />
    8. 8. There are things known and there are things unknown, and in between are the doors of perception. -Aldous Huxley<br />
    9. 9. Perception is the impression given by the presentation and content of your business writing<br />
    10. 10. Writing Effectively<br />
    11. 11.
    12. 12. Writing Process<br />
    13. 13. 5 Key Aspects to Writing<br />
    14. 14. Purpose<br />What are you trying to communicate?<br />What do you want the audience to know, feel, and do after reading your writing?<br />
    15. 15. Decide what % of each<br />
    16. 16. Audience<br />Who is going to read your writing? <br />Know your audience:<br />
    17. 17. Audience<br />Analyze your audience:<br /> -Who are they?<br /> -How big is your audience (does that influence your style/content)?<br /> -What do they know about you?<br /> -What do they know about the subject already?<br /> -What should your audience know?<br /> -What do you want the audience to do with the information you provide?<br />
    18. 18. Exploration<br />What ideas should you consider?<br />What message are you trying to get across?<br />
    19. 19. Organization<br />How can you best arrange your ideas?<br />
    20. 20. Details and Examples<br />How can you support your point?<br />Important role: To provide information, to verify an assertion, to illustrate an idea or concept<br />
    21. 21. Email<br />
    22. 22. 1971<br />First Email?<br />ARPANET<br />Ray Tomlinson<br />
    23. 23. First email message?<br />quertyiop<br />
    24. 24. 2.9 billion<br />2014<br />1.4billion<br />2009<br />
    25. 25. 25 - 60 emails a day<br />6,000 – 14,000 emails a year<br />
    26. 26. Email Do<br />Interoffice memos<br />Making requests / inquiries<br />Keeping in touch<br />Conducting routine business transactions<br />Providing status and news<br />Seeking ideas or input-Giving simple feedback<br />
    27. 27. Email Don’t<br />After previous emails get little or no response<br />To address sensitive issues<br />When you need to resolve concerns and conflicts<br />Sharing business information / contracts of proprietary nature<br />When you are angry or upset<br />
    28. 28. Anatomy of an Email<br />Header<br /><ul><li>Message</li></ul> Salutation, Email content, Closing, Signature<br />
    29. 29. To: field<br />
    30. 30. Cc: field<br />
    31. 31. Bcc: field<br />
    32. 32. From: field<br />
    33. 33. Subject: field<br />69%<br />-Email Sender and Provider Coalition (ESPC)<br />
    34. 34. 5 Things to Remember<br />Keep it short, specific <br />Write an informative subject line<br />Avoid SPAM words like ‘free’, ‘discount’, ‘!’, ‘50% off’<br />Personalize when possible<br />Be clear about what is being delivered<br />“Would you open your email?”<br />
    35. 35. 5 Common Mistakes<br /><ul><li>Leaving the Subject:field blank
    36. 36. Forgetting to adapt the previous Subject: field to reflect the content of your email
    37. 37. Typing in all small case or all caps
    38. 38. Having a vague phrase that doesn’t accurately reflect the content of the email
    39. 39. Using the field to ask questions with no email</li></li></ul><li>
    40. 40. 3<br />Things to Remember<br />
    41. 41. Your Writing Is Creating a Perception<br />Proovrede!<br />Is Your Email Times Square ‘Billboardable’?<br />

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