Your SlideShare is downloading. ×
0
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Business Writing: Email and Communication
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Business Writing: Email and Communication

430

Published on

This is a workshop presentation we provided for a leading Alberta-based construction company on April 19, 2013.

This is a workshop presentation we provided for a leading Alberta-based construction company on April 19, 2013.

Published in: Business, Education
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
430
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
23
Comments
0
Likes
1
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. Business WritingLearn the world of writing, and construct documents thatmeet objectives efficiently and effectively.Prepared for Morgan Construction and Environmental Ltd.Slideshare: Idris Fashan (theonlyidris)1Monday, 22 April, 13
  • 2. • Eschew “tips and tricks” and delve deeperinto some history, mechanics and activities tomake you a proficient business writer• Parse and share elements that propel yourwriting from “colourless” to “compelling”• Obtain tools and resources that will help youcontinue to improve your writingWhat to expect today:Remember:“Nothing is original.” -Jim Jarmusch2Monday, 22 April, 13
  • 3. Who are We?How I got into this world.3Monday, 22 April, 13
  • 4. • US Fed Justice Dept. admits $100M inannual losses to poor communication• North American Insurance Industry posted$1B losses attributed to poorcommunication• >$225B is lost in North America businessesbecause of bad writing, reading, and math skillsThe Cost of BadBusiness (writing)4Monday, 22 April, 13
  • 5. • Reduces communication capacity withinteams• Creates uncertainty among readers/shareholders/stakeholders• Demonstrates a lack of confidence/abilityor mastery of the subject matter• Omits or neglects key detailsThe Risks of BadBusiness Writing5Monday, 22 April, 13
  • 6. Bad Examples.• Buzzword Diseases• Like,“assets, maximize, competency,validation, system, paradigm”• Not always wrong to use in businessdocuments, but often lack meaning (idioms)• Bad words are interchangeable and oftenget packed together. Let’s try it!6Monday, 22 April, 13
  • 7. Bad Examples.• “Analysis and validation of supportstrategies for customer satisfactionparameters.”• “Maximize systems of strategicenvironmental parameters.”• “Utilize paradigms of support parametersfor assessment.”7Monday, 22 April, 13
  • 8. Business WritingThen8Monday, 22 April, 13
  • 9. • Greatest peak in Industrial Revolution• Steam technology, energy and globalindustrial opportunities arose• Markets still localized, business conductedface to face or via correspondence(commonwealth to territory)Business WritingThen9Monday, 22 April, 13
  • 10. • Business writing was a means to cataloguewhat was already being conducted viaother communicative means (person-to-person).• Law, accounting, management, etc.Business WritingThen10Monday, 22 April, 13
  • 11. Business WritingToday11Monday, 22 April, 13
  • 12. • Markets splinter as industries growexponentially-information economy• Larger entities, more of the smaller entitiesworking across markets (non-localized)• Requirements, SOPs, marketing,communications, policyBusiness WritingToday12Monday, 22 April, 13
  • 13. • Business writing documents and facilitatesall aspects of business startup, operations,development, strategy, communications,marketing, sales and dissolution.Business WritingToday13Monday, 22 April, 13
  • 14. A Definition?"Throughout the globe, the written word, in both paper andelectronic forms, is seen less as strictly a way of archiving thebusiness already completed and more as a vital, creative meansof problem solving, collaborating, and actually doing business."(R. Inkster and J. M. Kilborn, The Writing of Business)14Monday, 22 April, 13
  • 15. “We’ve grown from the world of writing about business,and we’ve entered a more active world of writing vital, functional,informative and persuasive content for conducting business.”A Definition?Let’s Try That Again:15Monday, 22 April, 13
  • 16. • Legal Documentation• Accounting and Financial Reportage• Policy, IP (depending on ministry, country)• Regulatory DocumentationWhat’s Unchanged16Monday, 22 April, 13
  • 17. • Internal/External Communications (digital)• Marketing (mobility)• Operations Documents• PolicyWhat’s Changed17Monday, 22 April, 13
  • 18. Types of Writing18Monday, 22 April, 13
  • 19. • Informative - used to educate• Persuasive - used to solicit response/action• Summarizing - used to simplify decisionsTypes of Writing19Monday, 22 April, 13
  • 20. The WritingProcess?How we imagine it.20Monday, 22 April, 13
  • 21. The WritingProcess.How it really feels (sometimes).21Monday, 22 April, 13
  • 22. • Writing is more a science than it ever wasan art.• Process = planning, execution, testing, andadjustmentThe WritingProcess.22Monday, 22 April, 13
  • 23. • Preparation/Research• Writing• Editing• DeliveryThe WritingProcess.23Monday, 22 April, 13
  • 24. • Most important phase in writing• Defines all aspects of where you need togo as you create the document1. Objectives2. Audience3. Scope4. Tone and StylePreparation.24Monday, 22 April, 13
  • 25. • Ask One Question:What do we need the reader to know, do, or beable to do after reading this document?Objectives.25Monday, 22 April, 13
  • 26. Keep it simple.Keep it detailed.Keep it clear.Objectives.26Monday, 22 April, 13
  • 27. Readers/Audience.How can we help our readers understand our objective?27Monday, 22 April, 13
  • 28. Ask:• Who is reading this?What level are they?• What is it they’re reading?• What do they need?• What do they know?• Will they (all) care?Readers/Audience.28Monday, 22 April, 13
  • 29. Scope.29Monday, 22 April, 13
  • 30. • Technically,TWO QUESTIONS!• What kind of information do I need?• How much will be enough/too much?Scope.30Monday, 22 April, 13
  • 31. Style and Tone.31Monday, 22 April, 13
  • 32. Style and Tone.• Style - word choice• Formal, casual, slang• Tone - attitude in the writing• Logical vs. emotional• Personal vs. ProfessionalChoose what’s appropriate for each type of communication.32Monday, 22 April, 13
  • 33. • Investigation part of the process• More complex documents require deeperresearchResearch.33Monday, 22 April, 13
  • 34. Writing/Drafting.34Monday, 22 April, 13
  • 35. • Said to be the hardest part, but it’s onlyhard if you don’t prepare.• Rely on the preparation, research andaudience to tell you what you’re doing, howmuch you need to do, and where things go.Writing.35Monday, 22 April, 13
  • 36. • Just do one thing:Write.• Then write more.• Start with what’s easy.•Finish with the introduction andconclusion.Writing.36Monday, 22 April, 13
  • 37. • Don’t focus on spelling, grammar,punctuation, or any of the detail.• Get everything down first, then clean upwhat’s there at the next stage.• Drafting is hard because people struggle todo one thing at a time.Writing.37Monday, 22 April, 13
  • 38. Editing, Review &Revision.38Monday, 22 April, 13
  • 39. • More than janitorial work• Give time between the writing and editingtasks—from 5 minutes to 24 hours• Be strategic and work it into your scheduleEditing, Review &Revision.39Monday, 22 April, 13
  • 40. • Find the key idea in each paragraph• Is it clearly defined?• If not, add a clear sentence in, and reworkthe paragraph to reflect the change• Check the Editor Checklist (handout)Editing, Review &Revision.40Monday, 22 April, 13
  • 41. Activity:Worst Mistakesin Email20 Minutes41Monday, 22 April, 13
  • 42. • Get into groups of FIVE• Brainstorm examples of worst-casescenarios in your emails, or use theexercise guides.• Determine a “best of the worst cases” andwhat could have been done to prevent it.• One person will present the “best” exampleto the group.Email Activity42Monday, 22 April, 13
  • 43. The World’sWorst Inbox... MINE!43Monday, 22 April, 13
  • 44. Headlines.• We are often competing for people’s minds,even while they are looking at the page.• Headlines are the gateway to the content• Make it easy for different people to dive in44Monday, 22 April, 13
  • 45. Gateway to Content45Monday, 22 April, 13
  • 46. • We use headlines to judge content,whether it’s in email, online, written on afile or sitting on a cover page.• We’re forced to pack big ideas in eversmaller spacesHeadlines.46Monday, 22 April, 13
  • 47. Relevance+Entertainment/emotionHeadlines.47Monday, 22 April, 13
  • 48. Memo: Inappropriate ConductWarning — Xmas Partyvs.Memo: Xmas Party AnnouncementExample.48Monday, 22 April, 13
  • 49. • Using Research:• Paragraph = Point + Proof• State the point clearly• Follow up with proof, then detail(use research)Body Content.49Monday, 22 April, 13
  • 50. • No more than 10-15%• Write in the same orderas the main document• May includerecommendations,justification, and/orconclusions• Provide new readerssolid introduction to thetopic• Critical in documentsrequiring decisions(business cases, plans,pitches,etc.)Summaries.50Monday, 22 April, 13
  • 51. One or Two Purposes• Review main findings, presenting in generalterms• Presents a single conclusion and links todocument recommendationsConclusions.51Monday, 22 April, 13
  • 52. S.M.A.R.T.SpecificMeasurableAchievableResults OrientedTime-boundRecommendations.52Monday, 22 April, 13
  • 53. • Cost-benefit analysis• Opportunity cost (land, labour, capital use)• Problem analysisTypes ofRecommendations.53Monday, 22 April, 13
  • 54. Activity:Email Composition20 Minutes54Monday, 22 April, 13
  • 55. • Get into your groups of FIVE• Using the exercise guide, choose onescenario• Compose an appropriate email as a group• One person will present your group’sexample to the roomEmail Activity55Monday, 22 April, 13
  • 56. • ALL business writing is persuasive.Parting Thoughts.56Monday, 22 April, 13
  • 57. Questions?57Monday, 22 April, 13
  • 58. Thanks!Slideshare: Idris Fashan (theonlyidris)58Monday, 22 April, 13

×