Uploaded by Jonlyn Pajares

Reviewer BusCom Topic1-4

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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).
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