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Written communications

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Every job requires some form of writing: letters, memos, emails, reports, etc. Each requires a different amount of professionalism and technique and it can be easy to overlook the details.

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Written communications

  1. 1. Sponsored in part by the Workforce Development Agency, State of Michigan, Michigan Works!, through your local Workforce Development Board and Muskegon County Board of Commissioners. Auxiliary aids and services are available upon request to individuals with disabilities EEO/ADA/Employer/Programs - TTY# - 711.
  2. 2. •Common sense • Clear thinking •Preparation • Getting the basics right • Who • What • When • How
  3. 3. • Know your audience • Consider audience expectations • Consider access to audience • Don’t assume their level of knowledge
  4. 4. •Know your message •What you want to communicate • Why you want to communicate it •Clarity of your message
  5. 5. •Timing is everything •Be conscious of external factors •Consider the need for a reply • How much deliberation the message needs versus how quickly a response is required
  6. 6. •The method •Choose a format • Email, letter, report, memo, etc. •Identify your main theme •Create an outline • Figure out what the audience needs to know first •Use simple, direct language
  7. 7. •To inspire action • Use the Attention-Interest-Desire-Action (AIDA) formula •To persuade • Speak to your audience’s needs with empathy • Show rationality and truth with the Rhetorical Triangle approach Writer Audience Context
  8. 8. •Make the document as reader friendly as possible • Use headings, subheadings, bullet points, and numberings •Don’t use jargon •Keep it short and to the point •Check grammar and spelling
  9. 9. •Accuracy • Grammar, format, content •Brevity • Keep it simple •Clarity • Use words that are easy to understand • Always keep your goal in mind
  10. 10. Memos
  11. 11. Header Subject Line Information Closing
  12. 12. •To: Recipient •From:You/Company •CC: Other Recipients •Date 1/2/34 *Use correct names for recipients **Include recipient’s titles when appropriate
  13. 13. •Summarize the intent of your memo •Be specific, concise, and to the point
  14. 14. •Be concise •May contain a task, assignment, explanation of attached documents, or information the recipient needs
  15. 15. •Provide clear instructions • All recipients should quickly understand the task/assignment/information •Proofread •Provide further references/contact information
  16. 16. Business letters
  17. 17. Sender’s Information Inside Address Body Closing Salutation Signature
  18. 18. Memo • Very basic • Straight to the point • Sent in-house • May be sent via e-mail • Less time consuming Letter • More professional • Sent outside of the company • Requires a signature • Represents the company
  19. 19. 21st Century Written Communication
  20. 20. •Use proper grammar and spelling • Don’t use text-speak •Carefully consider your message before you send it • Email is never private •Don’t use email if the subject needs face-to-face discussion
  21. 21. •Be professional • Avoid using abbreviations • Don’t use emoticons •Don’t use text for complex problems, serious discussions, or sensitive information
  22. 22. •Written communication is used on a daily basis in the workplace •Good communication skills make for great teamwork and a positive work environment
  23. 23. We hope you found this information helpful. Check us out at www.miworksmo.org. • Give us any questions/comments/concerns • See our workshop schedule • Learn more about Michigan Works! Muskegon-Oceana

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