1. BJ1B – Communicate effectively in the workplace – Seminar Outline
Communicating in business
Forms of communication
Checking receipt of information
Preparing for the evaluation
Principles of effective communication
Organize for effect
Tips for effective s
Editing
Storing and retrieving information

2. A. Communicating in Business
Take a few minutes to discuss the following questions in your groups
How can we communicate in business? E.g. Telephone
What is effective business communication?
What are the key features/characteristics of effective business communication?
What are the outcomes/results of poor communication? Discuss the possible negative outcomes from poor ing skills.

3. Potential Outcomes of Poor Emailing Skills
Loss of productivity
Lost sales
Lost leads
Customer service dissatisfaction
Financial losses
Ruined reputations
Public relations nightmares
Lawsuits
Loss of jobs

4. B. Form of Communication
Which form of communication would you use to:
Contact a client immediately?
Give a colleague an urgent message?
Send a contract to be signed?
Negotiate a new contract?

5. C. Checking Receipt of Information
How could you check that the following communication had been received?
An ?
A business letter?
A delivery?
A fax?

6. D. What You Need to Prepare for the Evaluation
Principles of Effective Written Communication: 4 s, thank you letter, cover letter and CV
Storing and Filing Data

7. 1. Principles of Effective Written Communication
Use the 3 P’s
Organize for effect
Tips for effective s
Kiss: Keep It Simple and Short
Edit
Manage your documents

8. a. Use the 3 P’s Person Purpose Point Who are you writing for?
Give some examples in business.
Purpose
Why are you writing?
Give some business examples.
Point
What is the main idea/point/issue?
The point is more the information you need to include to make the purpose happen with the person(s) you are communicating with

9. Let’s practice applying the 3 P’s
Scenario
You went to a restaurant on Friday and now have food poisoning and will be off work for 2-3 days.
You need to let 3 people know
Using the 3 P’s, what information would you to the following people: Think about content and tone
Your friend?
Your vice president?
Your colleague who will have to do your work until you get back to the office?

10. b. Organize for Effect Maximum Impact is at the Beginning
Minimum Impact/Retention is in the middle
Maximum Retention is at the End

11. c. Tips for Effective Emails
Facts and Figures
Use effective subject lines: Purpose/Point
Use appropriate salutations, signatures and tone
Organize for effect
The key words for s are “clear” and “concise”

12. Background Facts and Figures 2000: 5.1 billion emails a day
2010: More or less in the future?
2/3 of employees spend up to 2 hours a day ing
10% of employees spend up to 4 hours a day ing
10% of employees have received and 80% have sent confidential company
information by
Many people check in the evening, on the weekend and even on vacation
Bill Gates receives 4 million s a year (2004), most of it spam
Deleting junk s costs businesses $22 billion a year
How long do you spend dealing with s each day?
How many s do you deal with each day?

13. d. KISS: Keep it Simple and Short
Use short sentences
Use short, familiar words
Be specific
Remember: Write for your reader, not for yourself
See website for more details: Processing Data: Effective Writing
Go to website and review the document.

14. e. Edit Principles of Editing: Stages of Editing:
Do not edit as you write
Leave time between writing
Edit in stages
Stages of Editing:
Fix the structure: 3 P’s and organization
Strengthen your sentences: Short and Simple
Review your word choice: Short and Familiar
Proofread carefully: Spelling, Punctuation and Grammar
Send it, but get feedback

15. f. Manage your Documents
Use formatting to increase readability
Use attachments carefully
Follow Cyber Manners/Netiquette
Control your In-Box
Use organization tools
Manage your outgoing messages
See website for more details: Processing data: Effective Writing
Go to website and show.

16. E. Storing and Filing Data
Using Folders
Naming Files
Finding Documents

17. Question
Why is it important to name and file documents?

18. 1. Using Folders
Name folders so that you AND another person can find information quickly
Use as much detail as possible in the name
Use sub-folders
You can re-name folders

19. 2. Naming Files Use unique file names
Use a consistent file-naming system
- Type name date
- Date type name
Store files in folders: This shortens file names
You can rename files
Think about the order of the file name information to help you with searches

20. 3. Document the transfer of information
Identify the elements to complete a telephone log
Identify relevant information:
When transferring data
Who, when, where, why
Search for documents
Document name, last modified, type, size
See website for more information: Storing and Retrieving Information
Go to website and review document.
Go to website and show them the document – Then have them do the writing activity together