Lec8

Writing & Presentation Skills - Lecture 8

• Business communication is tailored to specific audiences, purposes, and contexts.
• Purposes include informing, persuading, and building goodwill.
• Follow expected guidelines and formats for different communication mediums.
• Not all communication needs to be in print; face-to-face interactions are sometimes more effective.

Business Communication Types

• Email
• Memorandum
• Letter
• Messaging
• Phone call
• In-person communication
• Thank-you notes

Email

• Email is a common method for work-related communication.
• It's efficient, formal, inexpensive and convenient.
• Consider if email is the best approach before using it. Legal issues or bad news might be better handled in person.

Email Outline

• Heading: Include "From," "To," "Cc," "Bcc," and "Attachment" sections.
• Body: Include a salutation, purpose, message (organized in paragraphs), close, closing, and sign. The signature should include title, organization, phone number, etc.

Email Contents

• Use specific subject lines.
• Limit the recipients to those necessary.
• Double-check recipient list before sending.
• Avoid "reply all" unless necessary.
• Use appropriate salutations and professional titles.
• Keep the tone respectful.
• Avoid texting acronyms and jargon.

Email Considerations

• Respect the reader's time (keep it concise).
• Limit the length of emails.
• Provide an overview (with longer emails).
• Explicitly state if a response is required and specify a due date.
• Clarify the purpose of attachments.

Email Considerations (additional points)

• Assume emails might be forwarded to unintended audiences.
• Avoid emojis unless you have a close working relationship with the recipient.
• Don't assume everyone will see/read emails; inboxes fill up quickly and messages get missed.

Memorandum

• Historically used for interoffice communication.
• Currently used for formal communication within an organization.
• Often documents events or agreements.
• Many organizations have unique formats.
• Software usually provides templates.

Memorandum Outline

• Heading: Include "To," "From," "Date," and "RE" (subject).
• Body: A summary of what will follow is often the first paragraph, followed by additional supporting paragraphs with detailed explanations, and a summary paragraph, as well as inviting a response if needed.

Letters

• Used for formal communication external to an organization.
• Format varies by organization.
• Block layout: all text left-justified
• Modified block: date, close, and signature center-aligned.
• Letterhead: name, address, and date separate.

Letter Types

• Transmittal (cover) letter.
• Invitation letter.
• Letter for the record.
• Letter of inquiry.
• Response letter.

Transmittal Letters (Cover Letters)

• Formally transfer a document to a recipient.
• Components: title of document and requirement that document fulfills, and sender's contact information.

Job Application Cover Letter

• Properly crafted cover letters establish credibility and goodwill, highlighting key information, and inviting a favorable response.

Invitation Letters

• Purpose: invite someone to do something (e.g., conferences, projects, proposals)

Letter for the Record

• Documents discussions, preliminary agreements/events.

Letter of Inquiry

• Requesting information from another firm.
• Very detailed to the point.

Response Letter

• Standard letter format.
• Responding to a letter, inquiry, event, or exigency.

Instant Messaging

• Used for team communication.
• Structured and organized through threads and channels.
• Less formal than email but maintain acceptable behaviors.
• Appropriate length: one word to one paragraph (longer content should go in an email).

Phone Calls

• Useful to convey verbal cues and tone when face-to-face interaction is not possible or necessary.
• Ideal for immediate feedback compared to email.
• Avoid distracting background noise during the call.
• Keep clear, slow, and concise speech.
• Leave a message if the recipient does not answer.
• Include personal details like name, date, reason, and contact information.

In-person Communications

• Used for difficult topics, complex topics, important cues, and when necessary active interaction.
• In-person communication helps build working relationships.
• Immediate outcomes are often necessary when in person (e.g., signatures).

In-Person Tips

• Be prepared.
• Respect others' time and space.
• Determine if time is convenient for meetings.
• Avoid personal space encroachment.
• Do not move others' items without permission.
• Be aware of signals indicating the conversation's end (e.g., watch, weight shifting, standing towards door, etc.).

Thank-You Notes

• Can be written or typed and sent via mail or email.
• Should be sincere, not lengthy.
• Express appreciation for assistance.
• Demonstrate professionalism

CV versus Resume

• CV: Comprehensive overview of academic, medical, legal, scientific backgrounds, research, publications, and professional activities.
• Resume: Concise summary of work experience, skills and education; typically used for other positions; kept to one or two pages.

CV Recommendations

• Use clear fonts (Arial, Calibri...).
• Maintain a consistent style throughout.
• Use headings/bullet points to enhance readability.
• Keep it concise and to the point.
• Have others review and check spelling/grammar.
• Update regularly to reflect new experiences and skills.
• Tailor your CV to the specific job and company you are applying for.

CV Sections

• Contact details
• Introduction (objective)
• Education
• Work experience
• References