4. Interchange….
thoughts,
opinions,
or
informatio
n
speech, writing, or signs
5. Communication is only successful when
both the sender and the receiver
understand the same information as a
result of the communication.
6. Email Netiquette
• Email requires appropriateness.
• one student was hopping mad about
something that happened in class. He
fired off an email afterwards and
copied it to the instructors of the
course.
7. Audience and
Format
Writing clearly is choosing the
appropriate format. Do you
need to send a formal or an
informal email? Detailed report
?
Your audience, will define your
"writing voice" – that is, how
formal or relaxed the tone
should be.
Identify who will read your
message - senior managers, the
entire human resources team,
or a small group of engineers?
8. Composition and Style
• Audience – They need to know
first?
• Outline – a longer document such
as a report, presentation, or
speech requires an outline.
Outlines help you identify steps to
take
in which order, help break the task up.
Use AIDA – Attention-Interest-
Desire-Action (AIDA)
9. • Some empathy – You're writing a sales letter for prospective clients, why should they care about your product or sales pitch? What's the
benefit for them? Remember your audience's needs at all times.
• Rhetorical Triangle – Pitch your message in a way that engages your audience, and present information rationally and coherently.
• Identify your main theme – You have 15 seconds to explain your position. What do you say? This is likely to be your main theme.
• Use simple language – Unless you're writing a scholarly article, it's usually best to use simple, direct language.
10. Structure
• Your document should be as "reader friendly" as possible.
• What's easier to read – a page full of long paragraphs, or a page that's broken up into short paragraphs, with section headings and
bullet points?
• Headers should grab the reader's attention. Using questions is often a good idea, e.g. in reports, because questions help keep the
reader engaged and curious.
• In emails, use short, factual headings and subheadings.
• Adding graphs and charts is also a smart way to break up your text..
11. Word Choice
Choose them well. Guard against:
Vague
Abstract
Affectation -
Clichés - Old and tired.
Jargon - Specialized or technical words used in an environment of
experts.
Euphemisms - Words that conceal facts.
Long Variants - Words needlessly lengthened by the addition of
prefixes and suffixes.
Elegant Variations - Showy synonyms.
Gobbledygook – Indirect, overly wordy writing.
12. Inflammatory E-Mails
1. Understand conflict, and be aware of the types of things that would be likely to generate
defensiveness, frustration or anger.
2. Avoid using e-mail to discuss conflict--discuss it in person if possible.
3. Use wording that is constructive and a style that is appropriate.
Flaming - term used to describe verbal nastiness, venting emotion and in general being deriding or
demeaning to or about others
13. You probably don't need me to tell you
that errors in your document will
make you look unprofessional.
14. Key Points
Communicate your point quickly and
professionally.
Identify your
audience - too
much
information to
include? create
an outline to
help organize
your thoughts.
15. Proofing
Speed.
Proof your headers and
sub-headers
Read the document out
loud –
Use your finger to
follow text as you
read –
Start at the end of
your document –
Proofread one
sentence at a time;
Above all, use the count
to 10 rule “ HLS –
Mr. Donny.”
16. Green Belt emails
Subject: Revisions For Sales Report
Hi Jackie,
Thanks for sending in that report last week.
I read through it yesterday and feel that you need more
specific information regarding our sales figures in Chapter
2.
I also felt that the tone could be a bit more formal.
The report is going to be read by our Executive Team, and
needs to reflect our professionalism.
Thanks for your hard work on this!
Monica
17. When to Stop Emailing!
problem/resolution
situations …..
when you n
around in a eed to sit
g
fire ideas roup and
at o
another. ne
avoid emai
lw
tone of voihenever
ce
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