Chapter 2 Business Communications : Writing for Business Audiences

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Chapter 2 : Writing for Business Audiences
Business Communications

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Chapter 2 Business Communications : Writing for Business Audiences

  1. 1. Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 1-1 Ch. 2–1 1
  2. 2. Improving Your Business Writing• The best business writing is • Audience oriented • Purposeful • Economical –clear,concise,brief• To improve your writing skills, you need • Good teaching materials with excellent model documents • An effective writing process • A trainer (like your instructor) • Practice Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2 2
  3. 3. The Writing ProcessStage 1: Prewriting Stage 2: Writing Stage 3: Revising Analyzing Researching Revising Anticipating Organizing Proofreading Adapting Composing Evaluating Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–3 3
  4. 4. Factors Determining Channel Selection• Importance of message• Amount and speed of feedback required• Necessity of a permanent record• Cost of the channel• Degree of formality required Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–4 4
  5. 5. Factors Determining Channel SelectionPossible Channels: E-mail, fax, letter, memo, report, telephone, voice mail, meeting, conversation, Web • What channel is best to announce decreased insurance benefits for 250 employees? E-mail or memo Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–5 5
  6. 6. Factors Determining Channel Selection • What channel is best for a sales message promoting a new product to customers? Letter • What channel is best for responding to similar customer inquiries? Web, letter, telephoneEssentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–6 6
  7. 7. Reader BenefitsShape your statements to involve thereader. Strive to develop the “you”attitude.Instead of this: Try this: We are promoting a new You will enjoy total plan that we believe has peace of mind with our many outstanding affordable hospitali- benefits. zation plan that meets all your needs. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–7 7
  8. 8. Reader BenefitsShape your statements to involve thereader. Strive to develop the “you”attitude.Instead of this: Try this: Before we can allow you You may begin making to purchase items on this purchases on your new new account, we must account in two weeks. wait two weeks to verify your credit. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–8 8
  9. 9. Reader BenefitsShape your statements to involve thereader. Strive to develop the “you”attitude.Instead of this: Try this: I need your response Your quick response immediately so that I can means your vacation make the employee schedules will be ready vacation schedule by next week. next week. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–9 9
  10. 10. Conversational LanguageInstead of this: Try this: The undersigned takes I’m happy to . . . . pleasure in . . . .Instead of this: Try this: It may be of some We’ve credited your concern to you to learn account for $250. that your check has been received and your account has been credited for $250. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1010
  11. 11. Positive LanguageInstead of this: Try this: Employees may not use Employees may use the the First Street entrance Market Street entrance during remodeling. during remodeling.Instead of this: Try this: We cannot fill your order We can fill your order until we receive an exact once we receive an exact model number. model number. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1111
  12. 12. Hidden Messages Some words and phrases convey a negative and unpleasant tone. They may imply a hidden message that the writer does not intend. Think twice before using the following negative expressions.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–1212
  13. 13. Hidden MessagesNegative Language: You overlooked You state that You failed to You claim that You are wrong You do not understand Your delay You forgot to Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1313
  14. 14. Inclusive LanguageInstead of this: Try this: Have you called a Have you called a salesman? salesperson? Every executive has his All executives have their own office. own offices. Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–1414
  15. 15. Try Your SkillRevise this sentence to create a moreconversational tone and to state youridea positively. • The undersigned takes great pleasure in welcoming you to our staff. I’m happy to welcome you to our staff.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–1515
  16. 16. Try Your SkillRevise this sentence to create a moreconversational tone and to state youridea positively. • We cannot send your order from our warehouse until June 1. Your order will be on its way to you June 1.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–1616
  17. 17. Try Your SkillRevise this sentence to create readerbenefits. • I have 15 different financial plans to offer my investors. You have 15 different financial plans from which to choose.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–1717
  18. 18. Try Your SkillRevise this sentence to create readerbenefits. • We want all newly hired employees to use our carpooling program for at least three months. As a newly hired employee, you won’t have to drive to work for the first three months because you can carpool.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–1818
  19. 19. Plain LanguageAvoid federalese, bureaucratese, and inflatedlanguage.Federalese: Each person to whom the request is herein addressedis henceforth solicited to submit, or to have his or her departmentrepresentative submit, to the Department of Labor officialdescribed above, a comment on whether the proposed plan, in hisor her considered view, meets the requirements of the 2003 law.Simple Translation: You may wish to comment on whether theproposed plan meets the requirements of the 2003 law.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–1919
  20. 20. Familiar WordsAvoid long, difficult, and unfamiliar words.Use short, simple, and common wordswhenever possible.Less familiar words: Simple alternatives: encounter meet extrapolate project obligatory required terminate end Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2020
  21. 21. Try Your SkillRevise this sentence using simplerlanguage. • You may encounter difficulties in terminating the contract. You may meet difficulties in ending the contract.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–2121
  22. 22. Try Your SkillRevise this sentence using simplerlanguage. • As stipulated, we extrapolated the budget figures for two years. As required, we projected the budget figures for two years.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–2222
  23. 23. Try Your SkillRevise this sentence using simplerlanguage. • Will you utilize workbooks during the obligatory training period? Will you use workbooks during the required training period?Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–2323
  24. 24. Try Your SkillRevise this sentence using simplerlanguage. • We anticipate that a majority of the alternatives will be fundamental enough to meet our requirements. We expect that most of the choices will be basic enough to meet our needs.Essentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 2–2424
  25. 25. Seven Ways Technology CanImprove Your Business Writing• Fighting writer’s block• Collecting information electronically• Outlining and organizing ideas• Improving correctness and precision• Adding graphics for emphasis• Designing and producing professional-looking documents, presentations, and Web pages• Using collaborative software for team writing Essentials of Business Communication, Asian Edition Essentials of Business Communication, Asian Edition Ch. 2–2525
  26. 26. EndEssentials of Business Communication, Asian EditionEssentials of Business Communication, Asian Edition Ch. 1-26 Ch. 2–2626

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