Effective Business Communication

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Questions and Answers

When writing to a colleague or friend, what factors should you consider when deciding on a salutation?

The person's age and occupation

The length of the email and the importance of the message

Whether you have met or communicated with the person before and the level of formality (correct)

The time of day and the weather

What is a common problem with emails in an inbox?

Too many emails are being sent

Many emails are sitting unread or waiting for a reply or action (correct)

Too many emails are being deleted

Too many emails are being filed away

Why should you turn off your computer's 'You've got Mail' signal?

To file away emails more efficiently

To avoid deleting emails

To avoid distractions and stay focused on your work (correct)

To receive more emails

What is an important aspect of structuring an email?

Thinking, launching, structuring, managing, and presenting Signup and view all the answers

What should you do with emails that are no longer needed?

Delete or file them away Signup and view all the answers

When is it necessary to use a formal salutation?

When writing to someone you have not met or communicated with before Signup and view all the answers

What is the purpose of a classification in an email?

To indicate the level of confidentiality Signup and view all the answers

What should you consider when deciding on the level of formality in an email?

The purpose of the email and the level of familiarity with the recipient Signup and view all the answers

Why is it important to manage your inbox effectively?

To stay organized and focused on tasks Signup and view all the answers

What is the benefit of using a clear and structured approach to email writing?

It helps to improve communication and reduce misunderstandings Signup and view all the answers

What is the ultimate goal of the 5 'S' Weekly Audit Check List?

To achieve zero defects, i.e., an overall total of 100 on the Chart Signup and view all the answers

What is one of the indicators of a well-organized filing cabinet?

Filing cabinets are organized and labeled Signup and view all the answers

What is the purpose of quantity indicators?

To indicate the maximum and minimum allowable quantities Signup and view all the answers

What is the purpose of walkways and in-process inventory areas?

To facilitate the movement of materials Signup and view all the answers

What is the purpose of fixture and tool arrangement?

To facilitate the picking up and returning of tools Signup and view all the answers

What is one of the indicators of a clean and safe production area?

Floors are kept 'shiny clean' Signup and view all the answers

What is the purpose of machine cleanliness?

To ensure machines are wiped clean Signup and view all the answers

Why is equipment inspection and maintenance important?

To ensure operators clean their machines while checking them Signup and view all the answers

What is the purpose of Seiso (Shine)?

To clean and maintain machines and workstations Signup and view all the answers

What is the purpose of Seiton (Store)?

To organize and label filing cabinets Signup and view all the answers

Study Notes

Pain Points in Email Communication

Reduced productivity due to unplanned and poorly written messages that fail to convey information clearly
Loss of credibility resulting from sloppy written messages with errors in grammar, punctuation, and spelling
Offensive content and tone that damage relationships and can result in lawsuits and embarrassment
Loss of confidentiality when email is used to convey private or proprietary information
Misunderstandings due to the absence of body language, facial expressions, and tone of voice
Time wasted writing, reading, and responding to unnecessary emails

Objectives of Email Etiquette

Write clear, concise emails that convey information quickly and get desired results
Use email time more productively by improving writing process, knowing when and to whom to send emails, and managing emails efficiently
Convey a professional image of oneself and organization through emails
Avoid trouble by recognizing what topics and information are and are not appropriate for email

Email Writing Process

Think before writing an email
Plan writing by considering: Is email the appropriate choice? What's the purpose? Who is the audience? What's the main point?
Launch the writing process by considering the reader's point of view and the journalistic triangle (Who, What, Why, Where, When, How)
Manage the writing process by structuring the email effectively

Email Dynamics

Signatures, salutations, attachments, and subject lines are important components of email dynamics
Tone types include polite, casual, professional, and abrupt
Use of white space, short sentences, and lists can make emails easy to read

Reading and Managing Emails

Are you writing to someone inside or outside your organization?
Consider the type of relationship and the appropriate tone and language
Use a salutation or greeting when necessary
Manage inbox by reading, responding, and filing away emails efficiently

Facts about Toyota

Established in 1937
In 1949, Toyota was on the verge of bankruptcy
In 1950, it produced only 300 trucks and the President, Kiichiro Toyoda, resigned due to a strike
In 2013, Toyota sold 9.98 million vehicles and became the No.1 car company in the world

The Toyota Way

Long-term philosophy: the right process will produce the right results
Continuously solving root problems drives organizational learning
Add value to the organization by developing your people

JIDOKA

Every employee in Toyota has the authority to stop any work to signal a quality issue
Emphasizing that quality takes precedence

5S Orientation

Objectives: to be aware of the 5S principles and its wide adoption by various industries
5S applies to any process involved in delivering value to the customer, including sites, offices, and everywhere

5S Principles

SORT (seiri): keep only necessary items in the workplace
SET IN ORDER (seiton): arrange items to promote efficient workflow
SHINE (seiso): clean the work area to make it neat and tidy
STANDARDIZE (seiketsu): set standards for a consistently organized workplace
SUSTAIN (shitsuke): maintain and review standards

SUSTAIN

Meaning: to strengthen or support physically or mentally
It is the most difficult S to implement and the most important
Guidelines: establish an audit schedule, perform regular 5S audits, divide the office/site into different areas, and assign 5S responsibility
Sustaining: 5S audit checklists are used to ensure standards are being followed

5S Audit Checklists

5S housekeeping survey is used to evaluate the production area
Scoring criteria: 0-4, with the ultimate goal of zero defects and an overall total score of 100

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Description

Learn how to avoid common pitfalls in business communication, such as poorly written messages, loss of credibility, and offensive content. Improve your productivity and credibility with clear and effective communication.