1. Chapter 6 Choosing the Best Process and Form
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

2. Importance of Skillful Writing
Click to edit Master title style
Importance of Skillful Writing
• Businesspeople seek writing skills in applicants • Writing is more difficult than other forms of communication – Does not offer writers the privilege of seeing the reader’s reaction – The only safety net the writer has is the words and tone used

3. Click to edit Master title style
The Writing Process

4. Click to edit Master title style Planning
Planning- What you want to say 1. Determine goals – Figure out what is your purpose – Bring business goals into your writing goals (hotel manager) 2. Analyze the audience – What information matters most to audience

5. Click to edit Master title style Planning
3. Gather and collect data – Do some research. Ex. Past correspondence, warranties. 4. Analyze and organize information – Analyze what information to include and what to exclude – While organizing, put first the information that will have the most positive reaction. (Direct order vs. Indirect order) 5. Choose a form, channel and format – Form or channel will determine how to write ( /letter/brochure)

6. Click to edit Master title style Drafting
Drafting – Saying it • Avoid perfectionism when drafting – Trying to perfect the first draft results in forgetting to put important information • Keep going – Allow minor errors in grammar or wording • Use any other strategies that will keep you productive – Keep yourself motivated. – Ex. Write at night, start with your favorite part, promise yourself a reward

7. Click to edit Master title style Revising
Revising- Saying it better Levels of edit: 1. Revise: Whether all necessary information is included and logical. Check the formatting. 2. Edit: Fix any sentences or words that needs fixing. 3. Proofread: A final read though after editing. Point: Get feedback from others if required.

8. Forms of Written Communication
Click to edit Master title style
Forms of Written Communication
Letters
Memos s
Text &
Instant
Messages
Social Media

9. Click to edit Master title style
Letters
Click to edit Master title style
The most traditional type of business message
Used to correspond with people outside the organization
Not as formal as they once were
More conversational nowadays (as will be discussed in the next chapter).
Ex: Dear Sir/Madam – Dear Tom Smith
Sincerely Yours – Best Regards

10. Click to edit Master title style
Memorandums (Memos)
Click to edit Master title style
Memos are internal letters.
s have replaced them.
Used by people who do not use computers.
Format
Date To
From
Subject
Message
Most companies have standard memo templates.
Usually casual and informal.

11. Click to edit Master title styles
Click to edit Master title style
has become the most widely used form of written communication at workplace
Why ?
Low cost
Eliminates telephone tag
Multiple recipients
addresses readily available
Faster than letters, memos
Formatting is easier, no word limit
Archived and filed as written record of correspondence

12. Click to edit Master title styles
Click to edit Master title style
• Challenges
– Avoids face-to-face communication, not ideal for building long term goodwill.
– Can be forwarded, not confidential
– Spam
– May be ignored

13. Click to edit Master title style Top 10 Email Mistakes
Using vague subject lines such as “meeting”
Using the “bcc” field to be sneaky in communication
Not deleting strings of replies unnecessary to the recipient
Ignoring grammar
Sending overly long s
Creating long paragraphs
Hiding the main point
Not avoiding emotion
Using when it’s not the best communication channel
Forgetting that is a permanent record

14. Newer Media in Business Writing
Click to edit Master title style
Newer Media in Business Writing
Text Messaging
Instant Messaging
Social Media (MySpace, Facebook)

15. Texts & Instant Messaging
Click to edit Master title style
Texts & Instant Messaging
Used for promotions, brand awareness, customer relations and correspondence.
Typically limited to 160 characters (texts)
Some companies have their own IM platforms for security and record keeping.
Tips
Cover all critical information.
Keep it short.
Strive for clarity.
Maintain a conversational tone.
Adapt messages to the audience.
Keep language and content professional.

16. Click to edit Master title style
Social Networking
Click to edit Master title style
The latest communication channel.
Facebook, MySpace
Twitter, LinkedIn
Personal and corporate blogs

17. Click to edit Master title style
Social Networking
Click to edit Master title style
Uses
External communication with customers or clients
Publicity or product promotion
Internal communication
Evaluate potential employees
Reminder: Nothing on these sites is confidential. Your employer (or a potential employer) may view them.