great business communications strategies, tips and resources from Ethan Chazin

1. CABCAB0002/010002/01
BizCommsBizComms
Class #4Class #4

2. Presentations., cont’d

3. Non-Verbal Communi-
Cations Matter

4. Nonverbal communication is …the
process of communication through sending and
receiving wordless (mostly visual) messages
between people. Messages can be communicated
through gestures and touch, by body language or
posture, by facial expression and eye contact.
Nonverbal messages could also be communicated
through material exponential; meaning, objects or
artifacts(such as clothing, hairstyles or architecture).
Speech contains nonverbal elements known as
paralanguage, including voice quality, rate, pitch,
volume, and speaking style, as well prosodic features
such as rhythm, intonation, and stress.
http://en.wikipedia.org/wiki/Nonverbal_communication

5. Non-Verbal Cues
• MirroringMirroring technique.
• Lean in to express interest.
• Avoid eye-rolling, turning your back, yawning,
talking over others.
• Arm-crossing.

10. Appleman #7:
The RIGHT Tonality

11. • The tonality of your written word can evoke
many different emotions.
• How will your audience receive (the tone of)
you message.
• What is their pre-existing relationship with you.
– For readers open/receptive to your message: Be
NATURAL and conversational.
– For indifferent readers: be persuasive.
– For hostile readers – find common ground between
your message and their needs.
Tonality Matters

12. • Decide when to use formal or informal style.
• Always show respect.
• Know your boss’s outsides interests/hobbies.
• Study your boss’s writing style and try to match
it.
Writing to Supervisors

13. • Avoid the “Me first” / “I’m better than you”
attitude.
• Convey you’re all part of the same team.
• Solicit feedback/build consensus.
• Give credit / show appreciation.
Writing to Peers

14. • EVERY communication is an opportunity to
educate, develop, motivate, support and build
loyalty.
• Address each mistake as a learning experience.
• Always set a productive tone.
• Insincerity can be spotted immediately.
• Be SPECIFIC when you provide criticism so a
subordinate can change their performance.
• Praise publicly, criticize privately.
Writing to Subordinates

15. Appleman #9:
Edit, Rewrite, Refine

16. • NEVER edit when you’re in writing mode.
• Take a break before you get to revising.
• ALWAYS read from the recipient’s point of
view.
• Read your words OUT LOUDOUT LOUD!
• Divide the process into 3 separate
stages:
–Message
–Organization
–Mechanics
EditingEditing

17. • Message: Make sure your points are clear
• Organization: All documents should be
organized so they make sense to the reader
and the reader can follow along easily.
• Questions you should ask to confirm your
document is organized correctly:
– Is the information separated into pieces that are
easy to absorb?
– Are the pieces organized logically?
– Does each paragraph contain one idea?
EditingEditing

18. • Questions you should ask to confirm your
document is organized correctly:
– Are there transitions between paragraphs?
– Is the structure similar throughout?
– Can you use sub-heads?
• Mechanics:
– Spelling
– Punctuation
– Grammar
– Word usage
EditingEditing

19. Appleman #10:
Master Your Documentation

21. • The subject line is critical…WHY?
• Reply Versus Reply ALL.
• Emoticons.
Email WritingEmail Writing

22. • Explain your purpose and tell your
readers what you expect from them.
• Be brief and organized.
• Use bullets whenever you can to simplify
your message.
Email WritingEmail Writing

23. Grab Your Reader’sGrab Your Reader’s
AttentionAttention

24. • Formula #1 Get [desired result] in [desirable time
period]
• Formula #2 [Avoid common problem] with [my
solution]
• Formula #3 Are you [provocative question]?.
• Formula #4 Totally new [solution] finally solves
[common problem]
• Formula #5 How to [solve common problem] using
[new solution]
• Formula #6 [x] reasons why [your option] is better
than [industry standard]
• Formula #7 [x] myths about [common conceptions]
Compelling HeadlinesCompelling Headlines

25. • Start with the most compelling point.
• Decisive and to the point.
• Avoid too much introduction.
• Problem–solution–next step approach.
Grab Their AttentionGrab Their Attention

27. • Budget analyses, meeting summaries,
product reviews, research reports CAN be
exciting.
• Use compelling language.
• Touch your readers’ HOT BUTTONS.
• Use numbers to tell your story.
From Ho-Hum to “From Ho-Hum to “WOWWOW!”!”

28. RESOURCESRESOURCES

30. ResourcesResources
http://www2.honolulu.hawaii.edu/facdev/guide
bk/teachtip/m-files/m-commu1.htm

31. ResourcesResources
www.blatner.com/adam/level2/nverb1.htm

32. ResourcesResources
http://kb.mailchimp.com/article/best-practices-in-writing-email-subject-lines

33. ResourcesResources
www.intuit.com/website-
building-
software/blog/2011/12/7-
proven-headline-
formulas-that-capture-
your-reader%E2%80%99s-
attention/