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Written Communication unit 1 Personal Communication
This document provides an overview of personal communication. It discusses various modes of personal communication including journal writing, emails, SMS, greeting cards, and situations like accepting or declining invitations. Journal writing helps reduce stress and promote self-growth. Email offers advantages like speed and low cost but has limitations like messages not being taken seriously. SMS allows instant messaging but is limited to 160 characters. Greeting cards are used to convey messages on occasions. Invitations should follow etiquette regarding address, timing and responding acceptances or regrets.
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Written Communication unit 1 Personal Communication
- 1. Written Communication Course code:BA 7108 Unit 1 : Personal Communication Prepared and presented by, N. Ganesha Pandian, Assistant Professor, Madurai School of Management. 1 I year I Semester MSM-MBA 2016
- 2. Contents • Journal Writing •Mails/E-mails • SMS • Greeting cards • Situation based – Accepting/Declining Invitation • Congratulating, consoling and conveying information 2 MSM-MBA 2016
- 3. Meaning of personalcommunication • Personal communication can be defined as a direct exchange of information and emotions between two or more persons either in their physical presence or through any particular communication medium • Also called as Face to face communication 3 MSM-MBA 2016
- 4. Nature of personalcommunication • Uniqueness • Immeasurable • Responsive • Reflective • Unambiguous 4 MSM-MBA 2016
- 5. Principles of personalcommunication • To avoid waste of time • The message must reveal necessary fact • The vocabulary level of receiver must be considered • To convey the message to the receiver in the same way we feel. • The manner, style and temperaments are equally important • Appropriate fitting words to be chosen • Short sentences and clear words to be used 5 MSM-MBA 2016
- 6. Significance of Personal Communication •Personal character • Feedback • Less noise • Flexibility • Speed of conversation • Use of body language 6 MSM-MBA 2016
- 7. Types of personalcommunication I, Body language Elements of body language : • Gestures • Facial expression • Eye contact • Posture • Dress code 7 MSM-MBA 2016
- 8. Oral communication • Formsof oral communication: 1. Informal face to face conversation 2. Interviews 3. Group communication i. Debate or Group Discussion ii. Meetings iii. Conferences iv. Committees 4. Speeches and presentations 8 MSM-MBA 2016
- 9. Written communication • Typesof written communication 1. External written communication 2. Internal written communication 9 MSM-MBA 2016
- 10. Advantages of personalcommunication • Resolution of misunderstandings • Builds comfort level • Help improve loyalty • Effective communication • Builds confidence levels 10 MSM-MBA 2016
- 11. Disadvantages of personal communication •Absence of good interpersonal skill; leads to ineffective communication • Once said; cannot be taken back • Less time to respond • Lengthy speech cant be delivered • No written records are maintained 11 MSM-MBA 2016
- 12. Modes of personalcommunication • Letters • Journal writing • Mails/E-Mails • SMS • Greeting cards • Invitations 12 MSM-MBA 2016
- 13. Journal writing • Ajournal may be defined as sequential, dated chronicle of events and ideas, which include the personal responses and reflections of writer on those events and ideas • Collection of reflective writing – Journal, log, diary, dialectical notebook, blogs and workbook 13 MSM-MBA 2016
- 14. Characteristics of journalwriting • Written • Dated • Informal • Flexible • Private • Archival 14 MSM-MBA 2016
- 15. Types of journals •Learning Journals • Diaries • Dream book or log • Autobiographies, life stories and memoirs • Spiritual journals • Professional journals • Dialogue journals • Reading response journals • Financial journals 15 MSM-MBA 2016
- 16. Importance of journalwriting • Reduces stress • Solves problems • Promotes self growth, self love and acceptance • Preserves memories • Improves writing • Sharpens senses 16 MSM-MBA 2016
- 17. Tips for journalwriting • Use one journal for a year • Use links to important areas and times • Use table of content • Use different colors and styles • Use templates for repeating contents • Date and time etc may be included at the top • Leave space at the top • Use any and all writing instruments • Don’t be concerned about mistakes • Write as often as you can • Write from the heart 17 MSM-MBA 2016
- 18. Mail/E-Mails • E-mail (electronicmail) is the exchange of computer-stored messages by telecommunication Elements of E-mail: 1. Sender 2. Mail agent 3. Message 4. Mail transport sub-system 5. Recipient 6. Recipient mail agent 7. Email address 18 MSM-MBA 2016
- 19. Email emoticons andacronyms 19 MSM-MBA 2016
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- 21. Advantages of E-mail •Managing E-mail is easy • Email is fast • Inexpensive • Easy to Filter • Transmission is secure and reliable • In contact • Valid one 21 MSM-MBA 2016
- 22. Limitations of Email •Does not guarantee secrecy • May be taken less serious than traditional letters • Receiver may not check inbox • Sometimes may be undeliverable • Sender may make mistakes because it is prepared fast • Spamming • May not reach on time 22 MSM-MBA 2016
- 23. SMS (Short messageservice) • SMS : Popular form of non-verbal mobile communication • Instant messaging • Short message can be no longer than 160 characters • These characters can be text (alphanumeric) or binary non-text short messages • GSM,CDMA and TDMA supports SMS 23 MSM-MBA 2016
- 24. Features of SMS •SMS supports several input mechanisms • SMS guarantees delivery of message by the network • Low band width message transfer • Instant messaging and gaming 24 MSM-MBA 2016
- 25. Advantages and disadvantagesof SMS • Advantages: 1. Guaranteed message delivery 2. Reliable and cost effective 3. Delivery of messages to multiple subscribers 4. Convenience to use 5. Ability to receive diverse information 25 • Disadvantages: 1. They are limited up to 160 words only 2. They provide a limited text-based experience 3. They can be very expensive 4. Cant be delivered to DND subscribers MSM-MBA 2016
- 26. Greeting cards • Greetingcard may be defined as segments of folded paper or card that encompasses text or images on the front cover and a message of greeting, congratulation or other sentiment inside, usually sent or given on a special occasion 26 MSM-MBA 2016
- 27. Importance of greetingcards • Conveying messages • Building relationships • Expressing emotions • Making people better persons • Business greeting cards 27 MSM-MBA 2016
- 28. Types of Greetingcards 28 Congratulations cards Online greeting cardsHoliday cards Business/ Professional cards Romantic cards Consoling cards Invitation cards MSM-MBA 2016
- 29. Congratulating cards • Birthdaycards • Anniversary cards • Wedding cards • Cards for retirement • Cards for graduation 29 MSM-MBA 2016
- 30. Invitations • An invitationmay be defined as a “spoken or written request for someone’s presence or participation” • Corporate invitation – Begin with name and symbol at the top; should not include ads • Shareholder meetings and annual board meeting should have four to six weeks’ notice • In-house meeting should have minimum of one week’s notice 30 MSM-MBA 2016
- 31. Timing of invitation •Some additional timing guidelines are as: 1. Six to eight months before an important seminar to out of town executives 2. Four to six months before an important dinner to out of town executives 3. Three to five weeks before luncheon 4. Four weeks before an evening reception 5. Two to three weeks before a breakfast 6. Two to three weeks before a cocktail party 7. Two to three weeks before a tea party 31 MSM-MBA 2016
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- 33. Guidelines for addressingan invitation • Select the guests your are inviting and with titles, such as professor, doctor, Dean or judge • Address business invitation to individual within company • Use “Ms.” to lady, if you are not certain about marital status or use “Mrs.” ; “Miss” used for recipient below 18 yrs • Address “Mr.” to all males; • Write the full name to avoid confusions • Use “dear” as greetings – accepted as polite and formal greeting 33 MSM-MBA 2016
- 34. Responding to aninvitation Accepting or Declining an invitation Guideline for accepting an invitation: 1. Format 2. Say thanks 3. Accept 4. Details 34 MSM-MBA 2016
- 35. Guideline for Declininginvitations • Be timely • Respond according to invite • Decline graciously • Send regrets • Flow proper etiquette 35 MSM-MBA 2016
- 36.