Writing & Presentation Skills PDF

WRITING & PRESENTATION SKILLS Lecture 8  Lecture 8 Business Communication Business Communication For specific audience, purpose, and context. Purposes include to inform, to persuade, and to build goodwill. Follow expected guidelines and formats. Follow best practices for each...

WRITING & PRESENTATION SKILLS Lecture 8  Lecture 8 Business Communication Business Communication For specific audience, purpose, and context. Purposes include to inform, to persuade, and to build goodwill. Follow expected guidelines and formats. Follow best practices for each medium. Remember that not all communication should be in print. Face-to-face or in-person meetings more effective in certain situations. 3 Some types of Business Communication Email Memorandum Letter Messaging Phone call In Person Thank you Note Email Much work-related communication done using email. – Formal, Fast, inexpensive, convenient. Consider if email is best medium before using – Legal situations might require another medium. – Bad news often best delivered in person. 5  Email Outline Heading From Your (sender’s) email address. To Recipient’s email address. CC Email addresses of those who need to see/know but not respond. BCC Email addresses of those you want to see/know but keep hidden from recipient. Attachment Any files attached to email. Body Salutation Greet and identify recipient(s). Purpose State purpose of message. Message Give message organized in paragraphs. Close Provide conclusion, offer to answer questions, provide contact information. Closing Provide closing phrase. Sign Include your name. Signature Provide title, organization, phone number, etc. 6 Email Contents Provide specific subject line about topic. Limit audience to only those necessary (not a broadcast). – Send directly to people who must know/respond. – Copy only those people who should/would like to know. – Double check who will receive email before you send. – Avoid “reply all” unless absolutely necessary. Use appropriate salutations. – Use to express goodwill. – Use professional title, not marital status. – If you use names, format consistently (all first names, all titles, etc.) – When unsure about title, err on side of most respectful. 7 Email Considerations Effective email respects reader’s time. – Limit each email to one topic and state in subject line. – Limit length as much as possible – one screen’s worth is best. – With longer emails, include overview at top and format using sub-titles. If response required, state this explicitly and include due date. Reference attachments. Emails Are Not Text Messages – Use appropriate and correct capitalization. – Write in complete sentences. – Avoid using texting acronyms. – Use paragraphs. 8 Email Considerations Do assume email will be shared with an unintended audience as emails are easily forwarded. Do not use emojis (only in emails being sent to individuals with whom you have personal working relationship.) Do not assume that intended audience will see/read email. – People’s inboxes fill quickly and emails get missed. – Email sometimes goes to junk mail. – Email sometimes doesn’t send from your software client. If the content is critical or time-sensitive, – Choose a different medium for communication (phone, in-person). – Follow up to confirm audience has received and read. 9 Poor Email Example From: [email protected] To: [email protected] Subject: a favor Hey professor i am supposed to graduate in may an need your class. when can i come to you’re office so you can sign my add slip? Mike 10 Proposed Better Email From: [email protected] To: [email protected] Subject: ENGR 499 Professor Rao: My name is Michael Attenborg and I am a senior in Industrial and Manufacturing Systems Engineering. I recently transferred and as I was completing my degree audit form, my advisor, Devon, noticed that I need to take your class to graduate. I realize your class is currently full, but might you please consider adding me? I am a hard-working student with a 3.3 GPA (4.0 in my IE courses). I would be happy to talk with you if you wish. Thank you for considering it, Mike Senior, Industrial Engineering, Any University Email: [email protected] Cell: 123-456-7890 11 Memorandum Historically, widely used for interoffice communication before email. A memorandum (Pl: memoranda, to be remembered), also known as a briefing note, is a written message that is typically used in a professional setting. Commonly abbreviated memo, these messages are usually brief and are designed to be easily and quickly understood. Memos can thus communicate important information efficiently in order to make dynamic and effective changes. Email Memoranda Letter More Formal 12 Memorandum Currently used for formal communications within organization. Often document certain events or agreements. Often shared as attachments to emails. Many organizations have unique format. Use prescribed format if it exists. If nothing prescribed, software usually has templates. 13 Memoranda Outline Heading To Recipient’s name and title. From Sender’s name and organization/office Date Date that memo sent. RE Subject or purpose. Body First paragraph Start with summary of what will follow. Subsequent paragraph Provide supporting materials and detailed explanations. Summary paragraph Provide summary of message. If response needed, invite it. No salutation or close needed, but can be included. 14 Letters Used for formal communication external to organization. Formats vary; use organization’s required style. Block/Modified Block – Block: all text left-justified – Modified block: date, close, and signature center-aligned With/without letterhead. – With letterhead – do not include name, address a second time at top. – Without letterhead – do include name, address at top of letter. 15 Letter: Block Layout Because the company name and address are part of the company logo / letterhead, that information is not repeated at the top. Note the date is left- justified. 16 Letter: Modified Block Layout Because the company name and address are part of the company logo / letterhead, that information is not repeated at the top. Note the date is center- aligned. 17 Letter: Block Layout without Letterhead Because the company name and address do not appear in official letterhead, they should be included at the top of the letter. Note the date is left- aligned. 18 Types of Letters Transmittal (cover) letter. Invitation letter. Letter for the record. Letter of inquiry. Response letter. 19 Transmittal Letters Also called cover letters. Formally transfer a document to proper recipient. Three major components. – Specify title of document. – Specify requirement that document fulfills. – Provide contact information for sender to recipient. 20  Example: Designed to transmit a resume to a prospective employer. Job Application Properly crafted, they. Cover Letter Establish credibility. Create goodwill. Highlight key information. Invite a favorable response. 21 Invitation Letters Invite someone to do something. Can take many forms. Employ a variety of rhetorical strategies. Examples. – Letter soliciting proposals for upcoming project. – Letter inviting expert to be a guest speaker at a conference. 22 Letter for the Record Define or document, often as a result of a meeting, including. – Discussions. – Preliminary agreements. – Events. Often confidential. Often take the form of “memorandum for the record” when internal to an organization. 23 Letter of Inquiry Requests for information from one organization to another. Often focus on availability, suitability, and cost of certain resources that sender’s company wants/needs. Can be very specific. Use standard letter format. Example: – manufacturer might send letter of inquiry to a parts supplier regarding supplier’s ability to meet upcoming surge requirement. 24 Response Letter Respond formally to inquires, events, or other exigencies. Use standard letter format. Often determined by method of inquiry. (email/letter response to email/letter inquiry.) 25 Instant Messaging Becoming very common for team communication. More structured/organized than emails because of threads and channels. Create easy-to-follow, on-going conversations. Less formal than email, but still socially acceptable behaviors expected. Appropriate length between one word to one paragraph (longer should go in an email). Many possible platforms – coordinate with your team and follow organization’s expectations. 26 Phone Calls Useful when verbal cues / tone of voice will help convey message, but face-to-face not possible or necessary. Useful when you need more immediate response than standard email. Avoid speaking from locations with background noise. Speak clearly and more slowly than you would in person. If colleague does not answer, leave a message. Include name, date, reason for call, and phone number. 27 In-Person Communications Some Communications Require a Personal Touch (Face-to-face), including For difficult topics. For complicated topics. When verbal and non-verbal cues will help. When active back-and-forth interaction needed. When discretion crucial. When physical outcome needed immediately (like a signature). When you want to cultivate good working relationship. 28 In-Person Communications: Tips Be prepared for meeting. Respect others’ time and space. – For unscheduled meetings, check if time is convenient. – Avoid personal space-bubbles. – Do not move others’ items on their desk without permission. Recognize signals to conclude and leave. – Repeatedly looking at door, clock, or watch. – Repeatedly shifting weight. – Standing and moving toward door. – Verbal statements that indicate conclusion. 29 Thank You Notes Can be typed or handwritten as letter and sent through mail or emailed. Do not have to be long, just sincere. Reasons why you might want to send. – To appreciate others for their assistance. – To help others understand your level of professionalism. 30 How to write a CV? 31 CV versus Resume CV: Typically used for academic, medical, legal and scientific positions. It comprehensively overviews one’s educational background, research, publications and professional activities. Resume: Preferred for most other job applications. It is a concise summary of work experience, relevant skills and educational background, usually one to two pages long CV recommendations Use a clear font like Arial, Times New Roman or Calibri in size 11 or bigger Use the same style throughout Use headings and bullet points to make it easier to read Be clear and to the point Get someone else to read it to double check your spelling and grammar Update: include any new achievements, experiences, or skills you have gained Tailor: You should write your CV to match the job and company you're applying for. CV Sections Contact details Introduction (Objective) Education history Work Histroy References Activity 8 (4 points) Write Your CV  Yasmine Fahmy THANK YOU [email protected]