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Course Title: Business Information Management I
Session Title: Business Communication
Performance Objective:
After completing this lesson, students will understand how to identify the customary style of a memorandum.
Specific Objectives:
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Create a new document in Microsoft Word
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Enter and Edit Text
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Use the Spelling a Grammar Feature.
Terms:
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Auto Correct – automatically detect and correct typos, misspelled words, grammatical errors, and incorrect capitalization.
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Documents
– written communication the focus and concern of business
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File
– a collection of related documents or papers arranged so that they can be retrieved easily
File Type
– defined by the decimal point and 3 to 5 letters and numbers that follow, at the end of the file name (.doc, .docx, .ppt, .xls)
Find – discover something after searching or researching, also a feature in Microsoft software
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Grammar Checker – a feature in Microsoft, it’s a particular set of language rules.
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Insert Mode – allows you to insert text without over writing other text, usually to enter this mode the Insert key must be pressed.
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Spelling Checker – a feature in Microsoft that allows a user to check the spelling of a document.
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Template
– a master or pattern from which other similar things can be made
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Thesaurus
– a book that lists words related to each other in meaning, usually giving synonyms and antonyms.
Preparation
TEKS:
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130.114.c.2.A – identify the management information requirements and business needs of an organization
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130.114 (c) (5) (A-D – identify customary styles of business documents; improve touchsystem skills using the keyboard and keypad to input data; use hardware and software flexibility needed to produce documents to address different computer applications; demonstrate writing techniques generating ideas and gathering information relevant to the topic and purpose, maintaining accurate records of outside sources
English:
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110.31.b.15.B – write procedural or work-related documents (e.g., instructions, e-mails, correspondence, memos, project plans)
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110.31.b.19 – Students are expected to spell correctly, including using various resources to determine and check correct spellings.
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110.31.b.22.B&C
– evaluate the relevance of information to the topic and determine the
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reliability, validity, and accuracy of sources and implement changes as the need occurs and is identified.
Teacher Preparation:
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Teacher will review the terms in the outline, power point and handouts to become familiar with lesson.
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Teacher will have assignments ready to distribute to students.
References:
Writing Guide: Writing Memos http://www.bing.com/search?q=How+to+Write+Business+Memo&FORM=R5FD2
Instructional Aids:
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Display for PowerPoint, websites for assignments and class discussion
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Ciampa, Mark, Networking Basics , 2 nd
Edition, Course Technology, 2002, ISBN: 0-619-
05582-0
Materials Needed:
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Software Application Microsoft Word
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Workstations running any Windows OS
Equipment Needed:
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Computer with PowerPoint
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A lab or other access to workstations that have MS Word access.
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Learner Preparation:
Split the class up equally passing out the two alternative cards (Card 1.1) found at the end of the lesson. Tell students to follow the directions on the card. Ask students if they had to make the decision for a candidate who would they choose, the hand written or computer hard copy?
Introduction
Introduction (LSI Quadrant I):
Ask students if they ever heard of a typewriter? Mention that a typewriter had the same purpose as word processing software. A typewriter is a mechanical, electromechanical, or electronic device with a set of "keys" that, when pressed, lead to the printing of characters on a document.
Explain that the typewriter has been around since the 1700’s but not one person can take the credit of its invention. Before personal computers and notebooks, important documents were produced on typewriters.
SAY: One way that businesses communicate is through interoffice correspondence using memorandums or Memos.
Outline
Outline (LSI Quadrant II):
Instructors can use the PowerPoint presentation, slides, handouts, and note pages in conjunction with the following outline.
MI Outline Notes to Instructor
A. Memorandums a. Style (Use an easy-to-read 12-point font) b. Sections of a Memorandum i. Heading- lists the recipients, the sender, the date and the subject ii. Body- correspond short professional messages, brief. iii. Closing- props an action, an invitation or directive is requested c. Reason- to correspond short professional messages
B. Keeping the document professional:
When producing a written communication document the writer must plan the message by collecting the data or information and select the right time for sending the document. The next stage is organizing; the writer must have an introduction that states the purpose, body, and closing. a. Set a professional tone. Composing is another important component of written communication, a writer must choose there words carefully, develop a structure, a sound. b. Don’t be long winded, get to the point of the
Use PowerPoint and visual aids of available templates in Microsoft
Office.
Inform Students: If copies are sent to more than 10 people, place the list of names at the end of the memo. *When a memo is addressed to a distribution list, name the list.
Memorandums bring attention to problems and they solve problems. For this reason the primary goal is informing the reader about new information
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topic. The use of effective language, which is clear and concise, is important, with the ability to emphasize main thoughts.
C. Proofread and Edit a. Proofreading is the process of comparing a copy on screen or paper to the original copy and marking errors to be corrected. b. Proofreader marks are symbols that are used to mark corrections and changes to a document.
Memorandums are internal written communication solely used within the office, school, company or firm. Internal communication is usually broken down into interoffice memorandums, reports and relating working correspondence, written procedures, and manuals.
Memorandums or memos are used among departments of an organization to correspond short professional messages to employees. Memos are usually informal, brief, and has not or little cost.
After a written communication has been composed planning, organizing, composing, are not complete until the writer has edited the document. Writer is responsible for evaluating the quality of the message trying to get across. If necessary the writer must edit and strengthen its quality.
Verbal
Linguistic
Logical
Mathematical
Visual
Spatial
Musical
Rhythmic
Bodily
Kinesthetic
Intra- personal
Inter- personal
Naturalist Existentialist
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Application
Guided Practice (LSI Quadrant III):
Students may need a refresher with using proofreader marks. Have students complete the
Proofreader Marks’ Worksheet. Students will apply the skills to the Independent Practice and assessment.
Independent Practice (LSI Quadrant III):
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Now that students understand what memorandums are, have them recreate the Letter of
Interest for the class officer position and format the letter into a memorandum. Students are to switch with their peers and use their proofreading skills (skills accomplished in Touch Key or Keyboarding) to edit the document.
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Explain to students that proofreader marks are used in journalism and are a great tool when completing rough drafts for English research papers.
Summary
Review (LSI Quadrants I):
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The three basic reasons to write a memo are: o to persuade action o to issue a directive o to provide a report
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Proofreading is important when communicating with interoffice personnel when creating professional documents such as memos.
Evaluation
Formal Assessment (LSI Quadrant III, IV):
Read the scenario to students and have them take notes as you read it out loud. Each student will be assessed by proofreading the document and editing.
Today is March 3, 20 —and you were just hired as an Administrative Assistant for the
Economic Development Department in your community about a month ago. Mr. George
Molini, the Office Manager request that you a ccompany him to a manager’s meeting, to take notes for a memo that will be sent to the rest of the staff. The meeting is to address the unprofessional matter of business communication in the office.
To adhere to the issues that the office is having a few suggestions were addressed. All managers agreed that this matter must take effect immediately. Sue Langly, Human
Resource Director stated that emails and handwritten correspondence are being sent as well in tones that were pleasing. Clearly state the purpose of the memo in the subject line and in the first paragraph. Zach Smith from Inventory added that words are not easily to read, and often misspelled, and information tend to be missing.
After the meeting Mr. Molini was disappointed and outraged of the professional stage that the company was setting. He has requested that you create and send a memo from him to the entire company immediately.
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Several of your friends are encouraging you to apply for the upcoming class officer positions that will become available in two weeks. You notice the deadline to submit a Letter of Interest is approaching quickly. You then begin to write your letter on a piece of paper.
The Letter of Interest must be submitted to the following:
ABC High School
Attention: Student Council
1000 Course Avenue
City, State, 99999
Several of your friends are encouraging you to apply for the upcoming class officer positions that will become available in two weeks. You notice the deadline to submit a Letter of Interest is approaching quickly. You then begin to type your letter in Microsoft Word.
The Letter of Interest must be submitted to the following:
ABC High School
Attention: Student Council
1000 Course Avenue
City, State, 99999
Several of your friends are encouraging you to apply for the upcoming class officer positions that will become available in two weeks. You notice the deadline to submit a Letter of Interest is approaching quickly. You then begin to write your letter on a piece of paper.
The Letter of Interest must be submitted to the following:
ABC High School
Attention: Student Council
1000 Course Avenue
City, State, 99999
Several of your friends are encouraging you to apply for the upcoming class officer positions that will become available in two weeks. You notice the deadline to submit a Letter of Interest is approaching quickly. You then begin to type your letter in Microsoft Word.
The Letter of Interest must be submitted to the following:
ABC High School
Attention: Student Council
1000 Course Avenue
City, State, 99999
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Name:______________________________
Date:____________ Period:________
Write the meaning of each proofreader mark in the space provided.
Proofreader Mark Meaning
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Part I- Directions: Write the meaning of each proofreader mark in the space provided.
Proofreader Mark Meaning
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Letter of Interest Rubric
Independent Practice (LSI Quadrant III)
Part Exemplary 3 Satisfactory 2 Unsatisfactory 1 Rating Weight Score
Heading All subject At least two No headings are 4 12 headings are in the memorandum headings are provided in the memorandum provided in the memorandum
Style
Edit
The document is flush left, with current date, double spaced headings, single spaced paragraphs in the body of the document
Proofread Clearly the student had the document proofread with proofreaders’ marks clearly noted on the first hard copy and corrected
A final copy displaying all corrected errors.
The document is flush left, with a date, headings, single spaced paragraphs in the body of the document
Clearly the student had the document proofread with proofreaders’ marks clearly noted on the first hard copy and no corrections were made.
A final copy displaying some changes but all errors was not corrected.
The document is typed with no formatting.
Student did not have document proofread.
No final document.
3 9
4
5
12
15
Total Points Earned
Total Points Possible 48
Percentage
9
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