1. BUSINESS WRITING SKILLS WORKSHOP SAROVA PANAFRIC HOTEL, NAIROBI April 16-17, 2015 CS Gabriel Kimani Technical Advisor ICPSK 0721-541 764

2. Business Writing Skills: Importance One of the most important skills to develop in a career is the ability to express your thoughts and ideas in an organized, compelling manner in writing. Writing can be sometimes difficult for anyone. Even the most experienced writers sometimes face difficulties when trying to express thoughts clearly and concisely! Business writing is integral part of our work life.

3. Business Writing Skills : Importance... “[Business people] are writers, whether they want to be and whether they are trained to be. Every important idea, proposal, or project has to be described in words and graphics. Most of the time, however, writing is not merely a thing, an artifact at the end of some process. It is the process itself, the means by which people work in an organization. Writing is the way people create their ideas, test them, and communicate them to other people” (Professor Mike Markel)

4. Business Writing Skills : Consolation! You do not need to be a genius with words or have a degree in English to be a good business writer. You just need to have good ideas, be able to figure out what your readers need to know and be able to express yourself clearly. Effective writing is a powerful tool for success of any business.

5. Business Writing Process Business writing can be described as a process represented in four steps: – Step 1 – Organize ( Get ready) – Step2 – Plan – Step 3 – Compose/ Drafting – Step 4 – Edit / Revise

6. Step 1 – Organize ( Get ready) Preparing for writing is the initial step in effective business writing. Various strategies can be deployed, e.g. – Organize workspace, clear work area – Clear your mind off distractions – Organize thoughts into an outline and mentally prepare to begin writing. – Gather important material for write up.

7. Step2 – Plan Determine the purpose of writing. – Guard against being wordy and unclear in communication by having clear idea of the purpose Determine the Audience. – Define the audience. – Understand the need of the audience.

8. Step 3 – Compose / Drafting If organized and well planned, it will be easier for one to start the rite-up: As much information can be captured organized in a logical format. Key questions approach could be employed i.e. answering: Who? What? When? Where? How? Why? – as the case may be. Follow the appropriate document structure.

9. Step 4 – Edit / Revise Revise the draft made in step 3 above and improve it. Criticize it objectively, keeping in mind desirable qualities it should have. Proofread word by word and figure by figure.

10. Undesirable Written Business communication Some reasons why readers might struggle to read a written Business communication: – Unclear purpose. – Poor structure. – Contain too much/ little information – Unfriendly tone or language – Confusing/ boring layouts and graphics.

11. Desirable Written Business Communication Good business communications possess qualities shown: – Purpose and action required clearly defined – Page not overloaded with words. – Clear and logical structure. – Graphics/ pictures/ tables help get message across. – Use of effective sub-headings to guide the reader.

12. Business Language A good business write up is written in a formal manner. It always contain a friendly undertone, polite terms and is written in common language without jargon and without grammatical errors. The main aim is appealing to the readers interests, engaging them by presenting the information in a logical sequence and in an accurate and concise way. Be: Clear, Concise, Complete, Correct, Concrete, Convincing

13. Focus on Grammar Basics Effective business write up contain comprehensive information on correct grammar, punctuation such as quotations, colons, parentheses, present and past tense, and use of apostrophe e.t.c.

14. Focus on Clarity Be clear: – Writing must be understood at the first reading. – A business document is clear when it means exactly what the writer intends. – Avoid technical jargons and unfamiliar words. – Eliminate ambinguity

15. Be Concise Avoid: – Wordy expressions – Unnecessary repetitions Include only relevant information. Omit unnecessary background information Use short familiar words instead of long words.

16. Complete/ Correct/ Concrete/ Convincing Complete: Check that all the information the reader will require is complete i.e. Who/ What? Where/ When? Why? How? Correct: Check your work for accuracy. Concrete: Give specific details Convincing : – Use believable language – Avoid exaggeration – Suggest possibilities vs forceful assertions

17. Be Courteous Display good manners and attitude in your writing. Phrase your writing positively with a pleasant tone. Examples; NEGATIVEPOSITIVE We cannot deliver your study package before March, 1 Your study package will be delivered as soon as possible after March, 1. We cannot agree to the present terms and conditions outlined in your contract. We need to enter some discussions regarding terms and conditions before we arrive at mutual agreement. It is impossible to send the merchandise because you did not enclose a cheque with your order As soon as your cheque arrives, we’ll send your order through express delivery

18. Styles of Business Correspondences This section highlights the following styles of business correspondences: 1.Memorandum (Memo)6. Business Reports 2. E-mails7. Notice / Agenda for Meetings 3. Business letters8. Minutes 4. Media Releases9. Board papers 5. Business proposals10. Resolutions (Circulars)

19. Memorandum (Memo) A piece of correspondence used within an organization or among various branches or divisions of the same organization. A memo is usually sent through internal mail or via e-mail

20. Electronic Mails (E-mails) Typically used for internal/ external communication; care need be taken when writing e-mail: – CAPITAL LETTERS denote shouting. – Most important statement should appear at first. – Use clear subject lines. – Do not write if angry. – Do not use sarcasm. – Use question marks sparingly – Keep it short.

21. Electronic Mails (E-mails) ….. – Read every message before sending it. – Do not forget attachment, if applicable – No message should ever be sent with spelling errors. Email Message Content – Subject line: provide a subject for each message composed.

22. Business Letters Typically used for internal/ external communication. Main components could include: – Introductory Paragraph: Establish rapport with the audience and orient the recipient's mind to the subject. – Substantive Paragraph: Main body (short paragraph recommended) – Closing Paragraph: Conclusion.

23. THANK YOU THE END