Transcript Pt. Two: Types of Communication

TYPES OF COMMUNICATION
WRITTEN/SYMBOLIC
ORAL/SPOKEN/VERBAL
NON-VERBAL/SIGN
WRITTEN
COMMUNICATION
IDENTIFYING THE PURPOSE,
AUDIENCE, AND MAIN POINT OF A
DOCUMENT.
PURPOSE
– WHY AM I WRITING THIS DOUCMENT?
– WHAT ACTION DO I WANT THE READER
TO TAKE AFTER READING IT?
AUDIENCE
• WHO WILL READ THIS DOCUMENT?
• HOW MUCH DOES THE READER ALREADY
KNOW ABOUT THE TOPIC?
• HOW WILL THE READER USE THE
DOCUMENT?
• ARE THERE ANY SPECIAL SENSITIVITIES I
SHOULD BE AWARE OF?
MAIN MESSAGE
• WHAT IS THE MAIN MESSAGE I
WANT TO CONVEY IN THIS
DOCUMENT?
• HOW WILL I SUPPORT THAT
MESSAGE?
TIPS IN IMPROVING WRITTEN
COMMUNICATION
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Use language that is easy to understand.
Avoid using jargon
Use short, simple sentences
Use restrained, moderate language that is not
overly emotional.
• Avoid the passive voice in favor of the active
voice.
• Use gender-neutral language.
• Avoid sexist language.
Principles of Good Writing
1. Write as simply and clearly as possible.
2. Be sure that the content and tone of the
document are appropriate for the audience.
3. Proofread the document. If you are using a
computer, use a spell-check; if not, use a
dictionary.
4. Always read the document for incorrect
grammar usage.
TYPES OF BUSINESS
DOCUMENTS
MEMOS—The most common form of business
communication.
• Memos are used to communicate with people
with the same company. They can be used to
announce staff changes, meetings, changes in
company policy, etc.
• All memos include certain basic information:
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Name of the sender
Name of the recipient
Date
Subject—what the memo is about
LETTERS
MOST BUSINESSES CONTACT CUSTOMERS
AND SUPPLIES BY LETTERS.
BUSINESS LETTERS should include the following:
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Company letterhead—return address
Date
Inside address—who the letter is going to
Salutation—Dear ?
Text in the body formatted into paragraphs
Complimentary closing—Sincerely
Sender’s name and title
Enclosure notation or attachment—if something is
enclosed or attached.
REPORTS
• REPORTS are documents that provide a lot of
information on a particular topic.
• Reports provide managers with the information
they need to make decisions—For example,
regional sales managers may write quarterly
reports documenting sales and identifying
strengths and weaknesses during the period.
Their reports help them and higher-level
managers to develop strategies for increasing
sales.
Oral Communication
• Most business communication is done
orally
• Some oral communication is formal and
takes place at meetings and interviews
• Most communication is informal and takes
place in hallways and offices, near the
water fountain, or in the cafeteria and over
the telephone.