EFFECTIVELYCOMMUNICATINGAT HALVERSONINC.Ryan FraserMonday March 11th, 2013
SETTING THE TONEWhy, who, and whatWhy am I writing this document?Who am I writing to and what do I want them to understand?What kind of tone should I use?
WHY AM I WRITING THIS?The most obvious, should be clear in business writing.Understand what response you want from the readerDiscover the tone by considering the message, and why you are writing it.
WHO AM I WRITING TO?Who is the audience?Employee, customer, or employer; crucial for setting toneWrite to your exact audience rather than catch- all
WHAT DO I WANT THEM TOUNDERSTAND?What reaction are you trying to elicit?Set a clear objective to your audience Understanding your audience, what your writing, and why you are writing will determine the tone
WHAT KIND OF TONE SHOULD I USE? General Guidelines for using tone Be confident Be courteous and sincere Use appropriate emphasis and subordination Use non-discriminatory language Stress the benefits to your audience Write at an appropriate level of difficulty
NOTES FOR NEGATIVE MESSAGESHighly important to consider tone for negative messagesAvoid drawing attention to yourselfPassive voice may be your best decisionTry not to attack individual if address issues or faultsBe clear
IN SUMMARY Why am I writing this? Be direct Who am I writing to? Know your audience What do I want them to understand? The critical path for the audience to understand the message What kind of tone should I use? Remember the differences in tone regarding negative and positive messages