Business People
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Transcript Business People
Unit 1
Communication
• Main forms of
communication in business
• Fundamentals of business
writing
• Techniques for effective
communication
Part I Main forms of communication in
business
• Oral communication
— personal conversations,
speeches, meetings, voice mail,
telephone conversations,
videoconferences
• Written communication
— letters, memos, formal
reports, news releases,
e-mails, faxes, minutes
Communication:
meaningful
exchanges of
information
through messages
• Formal communication
— internal: memos, reports,
meetings, written proposals, oral
presentations, meeting minutes
— external: letters, written
proposals, oral presentations,
speeches, news releases, press
conferences, advertising
• Informal communication
— communication transmitted
outside formally authorized
channels without regard for the
organization’s hierarchy of
authority
• Verbal communication
— transmission of messages in
the form of words: meetings,
telephone calls, voice mail,
videoconferences
• Nonverbal communication
— communication transmitted
through actions and
behaviours rather than
through words: gestures,
facial expressions, posture,
body language, dress, makeup
Part II Fundamentals of written
business communication
Basic patterns
Letters (p.138): formal
Memos (p.140): less formal
Faxes (p.140): less formal
E-mails (p.139): least formal
Business reports: formal or less
formal
Techniques for writing
Keep paragraphs short (100 words
or fewer)
Use lists and bullets
— List items should be parallel in
structure
— place important ideas first or last
Make subject lines informative
Tomorrow's meeting
Bring consultant’s report to Friday’s
meeting
Employee parking
Revised schedule for parking lot
Use familiar words (Use plain
English)
– terminate end
– utilize use
– ascertain find out
– discontinue stop
More examples?
Convey different types of messages
Routine, good-news, and goodwill
messages
– In the opening, state your main idea
directly.
– The body provides all necessary
details.
– The close is cordial, emphasizing your
good news or making a statement
about the specific action desired.
Convey different types of messages
Bad-news messages
indirect approach: put the evidence first
and the main idea later.
– Open with a neutral statement that acts
as a transition to the reasons for the
bad news.
– In the body, give the reasons that justify
a negative answer before stating or
implying the bad news.
– Your close must always be cordial.
Convey different types of messages
Persuasive messages
indirect approach
– In the opening, mention a possible
benefit, referring to a problem that the
recipient might have, posing a question,
or mentioning an interesting statistic.
– In the body, build interest in the subject
and arouse your reader’s desire to
comply. Once you have them thinking,
you can introduce your main idea.
– The close is cordial and requests the
desired action.
Writing Business Report
Business reports help companies make
decisions and solve business problems.
– to oversee and manage company
operations
– to carry out company rules and ways of
doing things
– to obey government and legal
requirements
– to inform others of what’s been done on a
project
– to guide decisions on particular issues
– to get products, plans or projects accepted
by others
Reports may be classified in several
ways:
– voluntary or authorized
– internal or external
– short or long
– informational or analytical
Four formats:
– preprinted form: fill-in-the-blank reports;
relatively short; dealing with routine
information
– letter: including all the normal parts of a
letter; directed to outsiders
– memo: short, informal reports distributed
within an organization
– manuscript: reports that require a formal
approach
See p.144
Part IV Oral Presentations
• Review the relevant unit in
Learning Strategies
• Refer to p.35, pp.58-59 of
Book 3
Part V Nonverbal Communication
Types
• Facial expression
• Gesture & posture: revealing
a lot about a person’s
emotions and attitudes
• Vocal characteristics (tone of
voice, volume & speaking
pace)
• Personal appearance
• Touching behaviour
• Use of time and space
Part V I Cross-cultural
Communication
• Develop cross-cultural
awareness
• Accumulate relevant
knowledge and information