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ManagementStudyGuide.com Learn Management the Easy Way with the Help of Downloadable Powerpoint Presentations - Learn at Your Own Pace. The Presentation contains Animation. To View the Course please run the “Slide Show”. You Can Run the Slide Show by Using any one of the following options: 1. Click on the “Slide Show” in top menu bar, OR 2. Press the F5 Key Register Now & Download Your Set of 6 Free Power-point Presentations with total of more than 1,000 Slides. Business Writing Skills © ManagementStudyGuide.com. All rights reserved. SPIN INTERVIEW FRAMEWORK Learning Objectives What is Business Communication 2 Types of Communication 3 STAR Format of Written Communication 4 Essentials of Effective Communication 5 Tips for Smart Communication 6 Communication across cultures 7 Exercises 8 Summary # 1 © ManagementStudyGuide.com. All rights reserved. What is Business Communication? Let’s first understand what is communication... # Communication is transferring information and understanding from one to one or one to many. It could take place in a verbal or a written mode and could use forms such as face-to-face meetings, group discussions, e-mail writing, and even non verbal modes like gestures, body language, etc. Message CHANNEL Message DECODING SENDER Message RECEIVER FEEDBACK © ManagementStudyGuide.com. All rights reserved. What is Business Communication? Business Communication is any communication that involves communicating for business / official purpose to achieve a predetermined objective. This may include: CVs, Resumes Email, Web site, FAQs # Letters, Newsletters, Brochures, Articles, Catalogs Advertisements, Notice Board, Pamphlets, Signs, Press Releases Presentations, multimedia, talks Reports, Manuals, Proposals, Books © ManagementStudyGuide.com. All rights reserved. STAR Format of Written Communication 1. Analyze the Purpose 2. Consider the Audience 5. Execute with Confidence STAR / ACBDE Model of Communication 4. Detail & 3. Build the Design Approach Structure © ManagementStudyGuide.com. All rights reserved. STAR Format of Written Communication 1. Analyze the Purpose Before you begin writing: What is the purpose of writing the mail / letter / memo / etc.? • What information do you wish to exchange? • What does your reader want to know? • What action do you want the reader to take? • What relationship do you have with the reader? # • If you can’t answer these questions, then you should wonder, whether you should even the send the communication. © ManagementStudyGuide.com. All rights reserved. STAR Format of Written Communication 3. Build the Structure 1. Salutation 2. Content 3. Closing Structure of Written Communication © ManagementStudyGuide.com. All rights reserved. STAR Format of Written Communication 3. Build the Structure Content Do’s Mention any specific information that is requested by the reader - If you cannot answer a question or provide definite information: state when you can send the information. explain why you won’t be able to answer the query. tell as much as you know / offer additional information when available. Use Positive statements For e.g. “This report discusses each step briefly.” Content should be accurate & crisp Don’ts х Don’t tell the reader what you or they can’t do... tell them what can be done х Negative statements - Don’t tell them something negative unless it is important that they have the information For e.g. “ This report never goes into any phase of the matter in detail, but covers each part briefly.” х Don’t use casual language – Business communication is always formal & organized © ManagementStudyGuide.com. All rights reserved. Essentials of Effective Communication Creates Goodwill Saves Reader’s Time Correct Complete Clear © ManagementStudyGuide.com. All rights reserved. Clear Business communication should be clear and should be self explanatory about why it has been written. Complete The information given should be complete and should not leave any scope for questions / lack of information. Correct The information provided should be correct and fact based. Save Reader’s Time The communication should be such that the reader saves time in undertsanding the message. Create Goodwill The message should be pleasant. clear, correct as this will result in creating goodwill for te sender of the message / communication. FIVE MANAGEMENT TipsFUNCTIONS for Smart OF Communication 1 2 Letters & Memos • Open & closed punctuation • Full stops at end < of addresses • Full stops in abbreviations • Date & Signature • Subject Line – optional & rare Meeting Agenda • Time & place must be mentioned • Purpose of meeting must be clearly mentioned. • Dial-in numbers must be given in case of virtual conferences 3 4 Minutes of the Mailing List Meeting • Check mailing list • Decisions reached for every must be listed communication • Action Items sent along with • Keep updating stakeholders’ your mailing list names must be • Categorize documented mailing list as per the information © ManagementStudyGuide.com. All rights reserved. 5 Netiquette • Never flame. • Use FULL CAPS only to emphasize • Send messages on a need basis • Don’t forget to add attachments if mentioned Exercises on Written Communication Rewrite in simple words 1. Campus Jewelers’ main objective is to increase sales. Specifically, the objective is to double sales in the next five years by becoming a more successful business. Campus Jewelers’ objective is to double sales in the next five years. 2. As of this date I haven't received any documents So far I haven't received any documents. 3. I am in receipt of your letter. I have received your letter. © ManagementStudyGuide.com. All rights reserved. ManagementStudyGuide.com Learn Management the Easy Way with the Help of Downloadable Powerpoint Presentations - Learn at Your Own Pace. This is a DEMO Course On – Business Writing Skils. The Complete Course Consists of 65 Slides. Click here to Register Now & Download Complete Presentation on Business Writing Skills and 5 More Topics with more than 1,000 Slides – Absolutely FREE. 75 Courses Added So far with more than 15,000 Slides + New Courses Added Every Week. – Click here to Go to All Courses