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business cmmunction for Students unit 2.pptx
- 1. Unit 2 Written Communication Planning and executing different types of messages, Writing reports, proposals and Business plans, improving personal writing skills
- 2. Different types of Business Messages Positive Message Negative Message Neutral Message Persuasive Message
- 8. Example: Front Page Summer Internship Report A study on…(Title) Prepared by (Student Name) (Enrollment Number: XXXXXX ) MBA Batch 2019-20 Under the guidance of (Name of the Faculty Guide) ACADEMIC YEAR 2022 Submitted To Faculty of Management SRM University, Delhi-NCR, Sonipat, Haryana
- 11. Improving personal writing skills Think before writing! Know your audience! Assistance from tools! Simplicity is the best! State your assumptions! First draft syndrome! Practice! Role of Editing Proofread!
Editor's Notes
- POSITIVE Messages Convey good feeling Letters of appreciation, thanks giving, expression of interest, sympathy, etc. NEGATIVE Messages Convey disappointment, disapproval, dissatisfaction Letters of disapproval, disagreement, denial, refusal, job denials, cancellation, etc. NEUTRAL Messages Convey no feeling, contain information, necessitating action Day-to-day messages, reports, routine letters, reminders, proposals, etc. PERSUASIVE Messages Action demanding communication system, agreement with the writer’s point of view Memoranda of Interests, Invitations, Brochures, etc.
- Importance of report 1. Decision-Making Tool Today’s complex business organizations require thousands of information. Reports provide the required information a large number of important decisions in business or any other area are taken on the basis of the information presented in the reports. This is one of the great importance of a report. 2. Investigation Whenever there is any problem, a committee or commission or study group investigates the problem to find out the reason behind the problem and present the findings with or without the recommendation in the form of a report. It is another importance of the report. 3. Evaluation Large-scale organizations are engaged in multidimensional activities. It is not possible for a single top executive to keep a personal watch on what others are doing. So, the executive depends on reports to evaluate the performance of various departments or units. 4. Quick Location There is no denying the fact that business executives need information for quick decision-making. As top executives are found to be busy for various purposes, they need vital sources of information. Such sources can be business reports. 5. Development of skill Report writing skill develops the power of designing, organization coordination, judgment, and communication. 6. Neutral presentation of facts Facts are required to be presented in a neutral way; such presentation is ensured through a report as it investigates, explains, and evaluates any facts independently. 7. Professional Advancement The report also plays a major role in professional achievement. For promotion to the rank and file position, satisfactory job performance is enough to help a person. But for promotion to a high-level position, intellectual ability is highly required. Such ability can be expressed through the report submitted to a higher authority. 8. Proper Control Whether activities are happening according to plan or not is expressed through a report. So, controlling activities are implemented based on the information from a report. 9. A managerial Tool Various reports make activities easy for managers. For planning, organizing, coordinating, motivating, and controlling, the manager needs help from a report which acts as a source of information. 10. Encountering Advance and Complex Situation In a large business organization, there is always some sort of labor problems that may bring complex situations. To tackle that situation, managers take the help of a report.
- Stop writing, starting thinking. Effective written communication starts before you type your first word. To write clearly, you have to think clearly. Therefore, before you begin writing, step back, and align your thoughts on the communique. This process can be an internal thought process resulting in a rough outline for simple texts or a thorough mind-mapping exploration resulting in a structured framework for more complex work. A common writing mistake is to work out your thoughts while writing the text. Expecting writing to clarify your thoughts is putting the cart before the horse. The writing process will take longer than necessary. It will result in a document likely confusing structure and message, required an extensive edit. Planning your written text will save time and produce better results. Write for your audience. Written communication follows the same rule as all communication: audience is everything. As you plan your writing, take the time to understand for whom you’re writing. Why is she reading this document? What’s in it for her? What do you want her to do? How much does she know about this topic? Your written communication is not for you; it is always for the reader. Writing with the reader in mind will produce more effective written communication. Tools are valuable but imperfect. Writing tools, like Microsoft Readability Assessment or Grammarly, are great supports to improve your written text. These tools will alert you to errors ranging from minor typos to inappropriate tone. Yet, these tools are only tools. They are only as useful as the person operating them. Integrate tools into your workflow, but remember that you are ultimately the writer and editor. Tools do not catch all errors, and a careful eye is still required. Keep it simple. In writing as in life, the simplest solution is generally the best one. The simplest, most direct way to write something is best. Don’t use eight words when two will do. Aim for short sentences and short paragraphs to keep the information digestible and accessible. Simplicity also applies to any request or call to action. If you’re writing to ask a colleague or friend to do something, be polite but direct. Some writers tend to sidestep a direct ask with meandering wording and conditional phrasing that water down the message. To ensure the request is conveyed, be direct. State your assumptions. Misunderstandings in written communication often arise from assumptions. As a writer, you may be required to make assumptions. For example, you believe that your reader has read the same report, received a certain work directive, or is familiar with the latest policy change. However, if these assumptions are incorrect, he may misunderstand and even take incorrect action. A strong understanding of the audience will minimize assumptions. They can be entirely avoided by stating any assumptions you make within the text. He can then make their own assessment of the context they need to understand the written message. Know that the first draft is a first draft. Writing is an iterative process. Good writers do not produce great work on the first try. Good writers have a robust editing process that allows time for the text to become great. So, as you begin to write, acknowledge that this version is not the one your reader will receive. This thought process forces you to integrate time to edit. In addition, it can make a blank page less intimidating because even if your first iteration is terrible, it can always be improved. Write and read often. Writing, like any other aptitude, requires practice. Aim to write daily to keep your written communication skills fresh. If your regular daily work does not include writing, set a personal word count to achieve each day. Whether it’s 100 words or 1,000 words, consistent practice will hone your skills. To gain inspiration, read excellent writing. Find writers or topics that intrigue you and enjoy the written word. Analyze a great article or report to understand what made it so accessible. Perhaps the article was structured particularly thoughtfully. Maybe the author’s variation in sentence structure kept the report engaging. Seek out first-rate writers and emulate your favorite practices (without plagiarizing, of course). Edit fiercely. Editing is vital to improving written communication. Your draft text must go through a rigorous editing process to ensure that it is as clear as possible for your reader. Take a break from your document and re-read it with fresh eyes. Read the text out loud; if it’s awkward to say aloud, then the text requires revision. Look for excessive wording or repetitive sentences and sculpt them into a more cohesive thought. Review your text’s structure and see if the order is logical and appropriate. If you’re unsure how to edit – ask for help. Solicit a friend or colleague to read the text for you. Their fresh viewpoint will highlight areas for improvement. Take their constructive criticism well because external feedback is the best tool to understand your writing and how to improve it. Put yourself in your reader’s shoes. At the risk of repeating myself: put yourself in the audience’s shoes. The audience should be top of mind in the final edit to assess if the text communicates the correct information. Return to the original prompt, whether it’s an email request or a proposal, and verify that the original goals are met, and initial questions are answered. Actively look for reader misunderstandings. See if your sentences could be interpreted in different ways. If so, compose more precise phrasing. Spell out acronyms and remove jargon, even if you believe it is a common language. Don’t forget to proofread. Editing is a process of transforming your text into the best version of itself. Proofreading, on the other hand, is a final check before written communication goes out the door. Proofreading is as critical for a brief email as a 280-page report because it makes sure the text is error-free. Look for typos, double-check names, verify grammatical consistency, and other steps to make sure that your well-edited document is final and truly ready for the reader.