Comm 2 Written Bus Letters Meetings

8/3/2019 Comm 2 Written Bus Letters Meetings

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WRITTEN COMMUNICATION

Features:

Formal, conventional, creative, can be initiated

by single person, time consuming, generates

fewer cycles, used for circulation of

information and documentation hence is

indispensable.


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WRITTEN COMMUNICATION

MEMOS, Notices,circulars, forms,contracts, quotations.

REPORTS, orders,complaints.

BULLETINS, manuals,hand books.

Minutes, Agenda.

LETTERS

NEWSLETTERS

HANDWRITTENNOTES


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(WRITTEN) COMMUNICATION

Inward- from external agencies

From other cos,

government, suppliers,

customers, competitors,shareholders

Letters, emails, offers,

proposals, orders, requests,

Complaints , suggestions, notices

Outward to external agencies

For image building ,

goodwill and cooperation

cannot exist in seclusion Advertisements, media

interaction, public relations,

Mails ,negotiations, letters ,

tenders, notices, contractstelephone conversations


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Written Communication

Advantages

Ready reference, Permanent

Legal defense, accurate,unambiguous.

Mass access, distance

Uniformity

Image building

Facilitates assigning

responsibility. Permits substitution or

revision

Essential for organisations

Disadvantages

Limited to literacy

Time consuming, requires

men and materials. Costly. Lacks immediate feedback.

Needs expertise of

expression.

No immediate clarification.


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The Benefits (written) Creates a permanent record Allows you to store information for future

reference

Easily distributed

All recipients receive the same information

Necessary for legal and binding documentation


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The Challenges (written)

May seem extremely formal -- usehandwritten notes when it is to be

personalized Must be well written, straightforward and

concise

Written communications are usually not read

right away


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DOs and DONTs (written) DO -- realize it is not read as soon as it is

received

DO -- make sure that there is enough time to

prepare and send, and for the recipient toreceive and digest

DO -- assess writing skills, if poor -- get help


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Dos and Donts (written) cont...

DO -- outline key points before producing adraft

DO -- always draft a written piece and then

reduce all unnecessary language -- be brief DO -- proof-read very carefully before any

document is distributed


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Dos and Donts (written) cont...

DONT -- use this form of communication ifwriting is full of errors -- this reflects poorly onthe writer

DONT -- use if communication is timesensitive. If immediate feedback is necessary-- use email


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Is it clear? Have you hit your target?

In written communicationmost confusion &frustration are caused

by failing to be specific..

Make it clear, brief and

concise..


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Business Correspondence

LETTERS


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THE PROBLEM

WITH COMMUNICATIONIS the illusion that it has been

accomplishedGeorge Bernard Shaw

Letters form the basis of all relationships in business.


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Guidelines for better business writing

Have a specific audience in mind

Know your objectives: types of letters:

Routine: orders, quotations, enquiries etc or

Special Sale Offers, complaints, Thanks

Decide which information is essential

Decide how to present the information


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Bus. Letters

Classification

Official, Demi-official.

Form Letters- notice, interview,appointment.

Internal Letters on basis of Subject or

Dept.

Direct, indirect or persuasiveapproach.

Routine: information, orders,quotations, enquiries etc

Special Sale Offers, complaints,Thanks- goodwill/Problem etc.

Contents

Clarity, Impact, Purpose,Relevance, Brevity, Simplicity,Timelines, Appeal, Language,

Vocabulary, Style Caution: wrong info. ,

grammar, length ,jargons,offensive, impersonal,offensive, no relevant info.,

wrong address, poor qualitypaper, ink etc.

Appearance is part ofmessage. Stationery, folding


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Parts of a letter

Heading: Letterhead, Top centre or Top right.

Reference no.

Date on right parallel to ref. no

Inside address, below ref. no., punctuation. (Attentionline, For special attention of one ind. Below address)

Salutation -gap of 2, coma, colon or none; andMode of Address: prefix ( for last name, limited Co.) ortitle of individual ; By designation.

Subject line, below/above salutation; indent left/centre, colon after Sub: or no introductory word butCAPS. Underlined.


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Contd.

Salutation: match the first line of address, Org- Plural- Dear

Sirs/Gentlemen; Designation-Sir; by name- Dear Ms. Tina for Ms. Tina,

Finance Manager.

Body-

Complimentary close: 2 lines below last line, left side, coma. Yours Truly,Faithfully Yours, Sincerely if salutation has name. Respectfully for very high

public officials.

Signature: name is in brackets, 4 lines below for sign and designation, Co.

name if not on letterhead.(P.P.- n behalf of; Per Procurartionem or for )

Reference section on left side : Enclosures, courtesy/carbon copies-c.c.;Delivery sevice- Air, Hand, Registered, Express etc.; Initials of the person

who dictates the letter and typist.

Postscrpit: 3 lines after signing after closing, put initials: for more related

info. , friendly note, unrelated matter. Not for forgotten msg.


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Style of layout

Indented: Traditional, 5 spaces from left

Full block: left margin, address has nopunctuation, no comas, double line space bet.paras, easy type

Modified block: left except date andcomplimentary close on right, all paras from left,double space bet. Paras

Semi indented/ Semi block: Address is block,paras are indented.

NOMA form


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Assignment

Order, repeat order, Reply order, Change of

order, After sales letter.

Enquiry, reply to enquiry.

Advise, Help from acquaintances: confidential

Quotations,

Reclaiming lost customers


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Internal Communication

NOTICES: Intra / inter departmental for meeting, event ,

holiday, rule deadlines etc.

Tone: Request vs command, courteous. Displayed on boards.

Circulars are circulated, person to person and their sig. taken.

Circulars have same format as notices but are Numbered

Format:

Name of org. in centre or on letter head. Word NOTICE below;

May write SUB;

Date of issue on right

followed by matter

Signature, name, designation of issuer on left.


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Memos

Memorare latin for notably. Intra / Interoffice; to put on record, inform or invite butdiffers in format, tone and style from letters.

Conversational vs formal tone but considerrelationship, position and topic. Courteous.

Contains Sub; no salutation or complimentary

close. Can use you or names. Printed standard formats are made by Cos.-

Full block or Semi block


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Format

1

Heading:Name of org,

reference tosender andreceiver (To,From)

2

Referenceno., date

followed byTo: From: and

Sub:Sententialshorthand

3

Message:

Direct, brief,logical, actionplan,maintainsgoodwill.


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Rule for Better Business Writing

Use specific language Use active voice

Use plain English and simple sentences

Follow the inverted pyramid rule

Use topic sentences

Avoid clichs

Avoid jargon

Avoid condescending statements Avoid sexist language

Stress the positive

Take a stand


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Tips for effective writing

Do not start writing without mentally developing the structure

Dont omit to think through the introduction

Use the situation as the starting point for thinking through the

introduction

Always put historical chronology in the introduction

Limit the introduction to what the reader will agree is true

Given a choice, use induction rather than deduction to formulate

the argument on the key line level


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EMAIL

Email is now thedominant method ofcommunicating in

business. It is quick,inexpensive, flexibleand convenient


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But it could be a time-bomb

USE WITH CARE.


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The Benefits (email)

Can be sent and received any time

Very time effective, can be sent and received

within seconds Cost effective -- no paper, no stamps, no

costs -- yet(?)

Allows for direct access to others Messages can be saved and stored


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The Benefits (email)cont...

Convenient for communicating with people indifferent places and different time zones

Easier to communicate with people who

understand written English but dont speak it well Excellent mechanism for follow-up or action

items after a meeting


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The Challenges (email) Not everyone has an email account or

access to email at all times

Email etiquette -- no standards -- people

make up own styles, can be veryconfusing

Email is not confidential -- emails can

be obtained from central network even ifdeleted from personal computers


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The Challenges (email)cont...

Email is too often used to distributeinappropriate material, such as racial andgender jokes

Email is too often used to avoidconfrontation and can be easily

misinterpreted


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The Challenges (email) cont...

Email is often sent out without re-reading,proof-reading and other standards applied towritten communications. We press the send

button too soon

Emails can be forwarded and sent to others

without the authors approval or knowledge


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The Challenges (email) cont...

Emails are often casual and informal -- this cancreate a potential hazard

Senders often assume that email is readimmediately which can create problems


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Dos and Donts (email) DO -- always begin your email with a salutation

and the persons name -- a date is a good ideaas well

DO -- always close the email with a closingsentence and your name

DO -- in the subject line write a brief and clearreference to your topic


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Dos and Donts (email)cont...

DO -- consider the order of the recipients -- besensitive to organizational hierarchy

DO -- limit the number of attachments

DO -- consider the purpose of the email -- why isit being written in the first place?

DO -- consider alternatives -- phone, voice mail,

note, etc. can be more appropriate


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Dos and Donts (email) cont...

DONT -- Send the entire email whenreplying. Only send the part that isessential

DONT -- Be too blunt -- email is thecoldest form of communications. Watchthe tone. Be friendly but polite

DONT -- Write an email longer than twoscreens -- it probably wont be read


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Dos and Donts (email)cont...

DONT -- use CAPS for emphasis in the bodyof the email. It looks and sounds angry

DONT -- use an automatic signature with every

email. Use only in your initial email, not whenreplying to a message


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The biggest difference in thequality of your email messages is

made by you


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MEETINGS

Assembly of persons come together todeliberate on topics and issues of commoninterest. Facilitate consultation, exchange of

info. / views, remove misconception,clarification, review, finalize, fulfill comm. andinteraction needs.

Help to save time for comm. get new ideas,consensus, motivation, train, resolve, instructetc.


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Types of Meetings Executive Briefing

Informational

Meeting with a Sponsor(e.g. Site Visit)

Staff Meeting

Team-building

Informal

Others...

Lets Meet


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Why Meet?

The primary reason for meetings are to

share or brainstorm information or todevelop action steps toward

accomplishing a goal


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Making Meetings Work1. Make an agenda and stick to it. Send it

out before the meeting, if possible2. Be clear about the reasons for and goals

of the meeting, clear objectives.

3. a)Have a facilitator -- either a professionalor ask someone at the meeting to stepinto this role. Make prior preparations like

time, duration, venue, participants, acoustics,speakers, chairperson and refreshments etc.

3. b)Follow the process: Beginning, Leading,Conducting, Closing.


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Making Meetings Work cont.

4. Watch the time -- do not overrun -- keepthe agenda flowing-time limit each item.

5. Add humor, allow for laughter, have fun -- it

makes for a much more productive meeting6. Allow for conflict but deal with it immediately

7. Notice of meeting should be sent out before.

8. Conclusion must be summarised.9. Action oriented minutes must be recorded.

10. Should be concluded on a pleasant note.


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Making Meetings Work: Code forMeetings.

Punctuality and Time mgmt.- Maintain control of themeeting at all times. Dont get offtrack.

Eliminate attendees behaviors that aredisruptive, allow discussions not

interruption/domination, encourage participation,

Allow for questions, be prepared to answer them, nodigressions. Minutes of previous meeting, all related records and

papers. Brief the chair person. Send info . & reminders toinvitees. Set tentative dates for next meeting.

Support audio and visual aids, previous knowledge Wrap the meeting up with what was accomplished and

follow up action items. Record ideas/ discussion; Assess the outcome. Prepare

minutes, obtain approval and dispatch on time.


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Meeting Killers -- why they fail

Poor Preparation

Ignored agenda

Poor time management

Lack of participation

Strong personalities Lack of leadership

Lack of humor and fun

No/poor closing


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The only thing worse than a bad meeting

is a great presentation that could havebeen sent as a memo


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Documents

Notice: inform time & date, place, agenda. Agenda: List of items to be discussed- starting with

Approval of minutes of previous meeting, list ofmatters to be discussed and lastly of any matter arising

for which earlier notice was/was not given, with thepermission of the chair; time permitting. 2 ways:nouns Appointment ofor infinitive verb. To appoint.

Minutes: Mandatory record of work done anddecisions taken, for future reference. Available to all

participants (mail) or read out in next. Formal orinformal; legal document. Approved and signed bychairman or secretary to ensure correct reporting.


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Format

Name of Body and nature of meeting Day & Date; Time and place

Name of Chairperson, list of other members.

Names of non members: invitees, auditors, experts,

solicitors etc. Absentee list. Confirmed earlier

Resolutions. Also proposals, summary discussions. Votingthereof.

Vote of Thanks to the Chair.

Written in customary style as per org. norms; simple pasttense, impersonal passive voice.

ASSIGNMENT for Class.


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assignment

Case study of meetings

Conferences

Summits

Retreats


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Business REPORTS

An orderly, unbiased communication of

factual business information that serves some

business purpose.

Information for review, evaluating progress,planning, decision making, investigations,

market surveys.

Makes complex info. simple, has sections andformat style: brings out imp.info. more clearly.


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Types

Business

Routine; progress,Inspection, Audit, Periodic,Performance.

Special: FIR, Project,Survey/Feasibility,Investigation.

Informational: imp. Time,

sequence, category Analytical: Problem identity,

criteria, recommendations,and alternatives, solutions.

Academic

Organise Experience gained onsummer project.

Substantive contribution toknowledge through integration of

review of lit and methodologydeveloped for understanding andresolution of managementproblems and the empirical workdone therein.

Recommendation made should

be qualitative and quantitative-cost-benefits.

Concrete output and contributive,have demonstrable potential toenable further work.


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process

Define problem, Matter should be logicallyanalysed

Purpose, Outcome assessed, Utility.

Draft prepared, rewritten and polished.

Bibliography

Final draft.

Evluation:

Clarity Importance of issue

Documentationof previous and recent work

Approriateness of method- sampling,replicabilty.

Solution oriented

Accuracy

Bias should never be detected Usefulness- incorrect is no use

Guidelines:Develop thinking

Narrate in paragraphs

Active voice

Avoid tech lang or jargons

Use visual aids- tables, flow charts, etc.

Objectivity, unbiased, avoid vague, ambiguous

AcknowledgementsRough drafts and recheck.

Headings, divisions, numbering,

Formatting, Flow, grammar, interest, size ,margins, footnotes numbered.

O tli


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Outline:

1. Preliminary pages: Title page with Heading; Indexcontent and page nos.; Preface & Acknowledgements;List of tables, graphs; Abbreviations.

2. Main Text:

3. Summary-Introduction, main findings, conclusions.4. Introduction: Intro. to theme, Review of related

literature, research undertaken, methodology.

5. Results: statically analysis, testing of hypothesis,Conclusions, Recommendations

6. End Matter: Annexure, Bibliography, Questionnaire,Indexing, Mathematical derivations, appendices.


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Sample

To,

The Directors,

.., ND

Terms of Reference

Procedure

Findings Recommendations


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Topic

Choice: Manageable in view of time and org resources. Potential to Contribute to management theory &

practice.

Must be built on minimum working knowledge of bus

proposition and practices. Scope for indepth exploration.

Guides: 2-faculty and org., Developing and vetting theproject proposal, attending the proposal presentation,supervising ,guiding, feedback on progress, writtenfeedback on draft, ensure quality of report andcompliance of guidelines before forwarding forevaluation.


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Summer Project Proposal:Synopsis

Guidelines: Cover page: Name of project, name of student and his

guide.

Table of contents

Introduction: intro of co. and bus environment, departproblem, literature survey and conclusions.

Research problem

Research Design: methodology, sampling, data, analysis.

time frames of completion of each stage.

Limitations

References


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Components of Project Report

Pg i: cover Pg ii:Tittle page

Pgiii:Cerificate of Approval.

Pg iv:Approval of organisational &faculty guides

Pgv-vi: Abstract

Pgvii: Acknowledgements

Pgviii: Table of contents

Pgix:List of figs Pgx: list of tables

Pg xi: List of appendices

Pg xii: Abbreviations

Pg 1:Chapter 1_Intro

PGg : chapter 11- Research Design

Pg :Chapter 111-Results and Conclusions

Pg :Last Chapter-Recommendations and Suggestions References

Appendices

Make copies


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By:

Abhijit Chaudhuri - 02

Abhishek Bothra - 04

S Q 3R:A STUDY READING STRATEGY


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How To Be An Effective

Reader?

Commit to reading

Concentrate on your reading

Read actively


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BE AN ACTIVE READER

Understand the reading process

Utilize strategies that can help you read

more efficientlyMaximize reading comprehension

Minimize reading time

Retain information

Improve concentration


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S Q 3R

SURVEYS

QUESTIONQ

READR

RECITER

REVIEWR


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SQ3R: An Overview

A study reading method or technique

based on a series of steps

It divides the reading process into 3stages:

Before : Preparation

During : Concentration

After: Retention


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Why SQ3R?

Organized information is easier to

remember than information taken in

without a plan. More active we are, Faster we Learn.


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Step 1: SURVEY


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SURVEY

Read titles and subtitles

Read bold-face print, italics

Read new vocabulary words

Read introduction/summary

Read objectives

Study graphics Read questions at end of section/chapter


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WHY SURVEY?

Improves background

The better your background,

the better yourcomprehension.

Improves comprehension You will remember more


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STEP 2: Question


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How to Question?

Turn headings into questions

Ask what

Ask who

Ask why

Ask how


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WHY QUESTION ?

Gives reader a reason to read

Forces reader to pay attention

Gives reader a shopping list


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STEP 3: READ


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READING

Look for answers to questions

Talk

Write in margins

Highlight

Stand up


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WHY READING?

To gain information

To prepare for lecture

To prepare for discussion

To prepare for tests


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STEP 4: RECITE


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RECITE

Stop at the end of the section Recall the question and answer it by:

Saying the answer aloud

Saying the answer silently Discussing with a friend

Taking notes

If the question cannot be answered, re-read


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WHY RECITE ?

Retain information

Check understanding

Without reciting, info will bediscarded from working memory in

18-20 seconds.


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STEP 5: REVIEW


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REVIEW

Return to first sub-title and recall

question

Recall answers

Summarize all questions/answers

Say it, write it, draw it

?


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WHY REVIEW?

Locks information in long-term

memory

The greatest amount of forgettingoccurs right after learning. Review

slows this process

Get to see all the important info onelast time.


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T H A N K Y O U


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SQ3RTECHNIQUE

Jasleen kaur (192)Sujeet sinha (226)

Harmeet (240)


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What is SQ3R

SQ3R or SQRRR refers to a 5 stepreading strategy originally created as

a study skill strategy for students.

The method was introduced byFrancis Pleasant Robinson in his

1946 bookEffective Study. It is a

proven technique to sharpen study

skills.

The name is an abbreviation for five


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steps of the strategy:

Survey

Question

Read

Recite/Recall

Review

SURVEY/SKIM


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SURVEY/SKIM

Take five minutes to get anoverview of the materialpaying special attention to the

organisation. Look out fordiagrams, maps, pictures,charts. Take note of headings,boldface type, italic words.

QUESTION


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QUESTION

Create interest through Questionasks What is this chapter about?.What question is this chapter trying

to answer?. How does thisinformation help me?

READ


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READ

Look for answers to your questionsfrom the previous stage. Thismeans active reading. Summarize

the main points in your own words.Read the whole paragraph first,then go back and underline the keywords and phrases.

RECITE/RECALL


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RECITE/RECALL

Without looking at the material, recite themain points. Answer the questions thatyou raised in step 2.

If you can not answer the question inyour own words, you do not understandit.

Verify the answer by checking the text

Apparently this may be done either in anoral or written format.

REVIEW


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REVIEW

After applying the previous four stagesto the material section by section,review the whole lesson in the end.

Note the parts that did not come tomind so easily and check the materialagain.

Advantages of SQ3R


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Advantages of SQ3R

Principles of learning skill, study skill and

learning styles are principally incorporatedinto this system as there is a great need tounderstand and briefly form a basic idea ofwhat one is getting into.

Asking questions and seeking answersimmediately will help retain ideas of thematerial.

Helps develop study skills, learning skills and

learning styles.

Understanding and repeating in own wordsmake the concepts clearer than simplymemorizing the pattern of the book chapters


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Hard and boring work, Is not it?

Specially when it increases thereading time by 15%. But, itsurely feels good to think that it

increases the retention by 70%.


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