TOPIC 1: Intro to Business Communication Benefits of Effective Communication - Success - Stronger decision-making and problem-solving - Upturn in productivity - Convincing and compelling corporate materials - Clearer workflow - Enhanced professional image - Sound business relationship - Successful response ensured Communication in a Changing Workplace - Advancing technology - Global communication - The Information Age - Team-Based Business Environments Methods of Communication - Resources Written Record Recipient Flow of Communication 1. Vertical communication - exchanging of information, ideas, or messages between individuals or groups at different levels of an organizational hierarchy (boss to employee). 2. Horizontal communication - same or similar levels of an organizational hierarchy (employee to employee). 3. Diagonal communication - different levels and in different functional areas or departments of an organization (sales department to production department) 4. Grapevine - spreading of information, rumors, or gossip among employees through casual conversations, without following formal channels of communication. Intercultural Sensitivities - Understand culture - Acknowledge cultural differences - Avoid assumptions - Do not pre judge Choosing the Channel of Communication - Cost - Confidentiality - Safety and Security - Influence (image) - Urgency - Distance - Time of day TOPIC 2: Business Letter Basics • Global Communication ➢ A message sent from one person to another anywhere in the world (email, webpage, applications to communicate). Language Barrier in the Communication - Language used - Image used in product - Cultural barrier Global Parts of a Letter 1. Date 2. Address 3. Salutation 4. Body 5. Closing 6. Signature Other Parts of Letter 1. Letterhead - Important details are found here, like name of the company address and phone numbers. 2. Logo - Graphic symbol of the company. 3. Attention line/reference line - To ensure the recipient of the letter and or its content. - it ensures your letter reaches the intendent recipient within a large organization; If hindi alam yung specific name ng pagsesendan. 4. Subject line - Explains the summary of letter. 5. Cc - Another person to receive the letter. 6. BCC - A person to receive the same copy unknown to the direct recipient. 7. “for” sign FORMAT OF LETTER • Font size: 12 • Font name: Time new roman or Calibri • Margin: 1 inch • Line Spacing: single-spaced • Paragraph Spacing: leave one blank line between paragraphs • Salutation and Complimentary Close: leave one blank line above and below NOTE: • When writing a letter, “KEEP IT SHORT AND SIMPLE.” • Enclosure – attachment • When writing a letter, avoid “I’m writing this letter.” Categories of Business Letter 1. 2. 3. 4. 5. 6. Confirmation Acknowledgement Enquiry Reply to enquiry Complaint Collection The Four-Point Plan 1. Opening - Introduction 2. Details Most important part 3. Action Function of the letter 4. Close TOPIC 3: Key Rules of Good Writing 1. Come Straight to the Point - This will save your reader’s time by keeping your sentences short and simple. 2. Remember the KISS (keep it short and simple) - Don’t try to impress your readers with profound words. 3. Use Active not Passive 4. Use the Right tone 5. Use Modern Language TOPIC 4: Email, Business Communication Memo • • • • Businesses today operate in a highly competitive market in which high speed communication and information transfers is essential. Most of the activities today are electronic using computer-based technology. E-mail becomes low-cost effective. A single message can be sent at a time simultaneously to many. Advantages of Email 1. High-speed send/receive cycle 2. Direct input and retrieval keyboard 3. Virtually instant dispatch 4. Simultaneous circulation to preselected group 5. Files can be attached to e-mails TOP 10 complaints about e-mail 1. Vague subject line - Specific, Meaningful, Appropriate, Relevant, Thoughtful 2. No greeting - In e-mail, we can be slightly more informal. “Dear Mr. Tan” is not needed anymore. 3. No sign-off - Just put your name at the end and be done with it. 4. Poor formatting - Try to think and format in paragraphs when composing an email. “Blank lines” is a great idea. 5. Vague message - Apply appropriate structure in writing and make it to your reader. 6. Tell me what to do - Remember 3 Rs, the reader response required. This is to get the right result. 7. Unfriendly tone - Choose the right words carefully. 8. CC to the whole world - use “cc” only to the person needed to have a copy. 9. Bad grammar, bad spelling, and bad punctuation - Proofread 10. Just plain and sloppy - Rushed messages are often unclear, unfocused, poor structure, poor spelling. (this happens because of urgency to reply).