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MPI Nuts & Bolts "Business Communications"


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

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


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