1. Polishing Your Written Communication
Chapter 14
Polishing Your Written Communication
Communicating for Results, 10th edition

2. Communicating for Results, 10th edition
Chapter 14 Objectives
Determine the four functions of effective written communication
Discuss guidelines for writing effective resumes
Pinpoint guidelines for writing to inform
Summarize guidelines for writing to persuade
Communicating for Results, 10th edition

3. Communicating for Results, 10th edition
Adapt to the Audience
Key to all communication is to know your audience
Consider how your audience is likely to react while reading your message
Good idea to read your message out loud and think of possible misinterpretations
Adapt to your audience by giving them the benefit of the doubt and a way to save face
Communicating for Results, 10th edition

4. Make a Good First Impression
Important to make a good first impression if you hope to grab reader’s interest
Writing that isn’t interesting usually isn’t read
Writing that creates a negative first impression is unlikely to get the response you were seeking
Communicating for Results, 10th edition

5. Make a Good First Impression
There are several ways to make a good first impression:
Focus on receiver’s interests and needs
Keep your tone friendly yet professional
Get to the point quickly making key ideas obvious
Proofread
Communicating for Results, 10th edition

6. Is Effectively Organized: Proper Clarity and Length
Effective written communication includes:
Greeting that grabs reader’s attention and makes purpose of message clear
A body that presents main points in organized manner and clarifies and supports them
Closing that summarizes purpose and main points and ends with final thought or reference to any needed action
Communicating for Results, 10th edition

7. Is Effectively Organized: Proper Clarity and Length
Length is problem in written communication
or memo should include only one major idea or purpose
You can include more ideas in a letter but still need to segment each idea
Communicating for Results, 10th edition

8. Looks Professional: Proper Formatting and Typeface
Serif typeface versus sans serif typeface
Avoid using all capitals in your writing
Don’t overload page with too much text
White space
11-point or 12-point type for text
14-point or 16-point for titles
Communicating for Results, 10th edition

9. Includes Accurate Sources: No Plagiarism, Distortion
Keep in mind following definitions:
Distortion
Exaggeration
Plagiarism
Put writing aside for a day then read with a fresh eye
Communicating for Results, 10th edition

10. Writing Successful E-mail Messages
preferred method of communication in business setting when face-to-face isn't possible and there’s no time to mail a written letter or memo
Because messages sent by have no vocal or nonverbal cues to meaning, even messages that aren’t intended as critical can be easily misinterpreted
Important to read from receiver’s viewpoint and edit carefully
Communicating for Results, 10th edition

11. Writing a Successful Letter
Although letters are more formal than , they still have tone and carry an impression
Communicating for Results, 10th edition

12. Communicating for Results, 10th edition
The Thank-You Letter
After every interview, you will want to send a thank- you letter or card
Hand-written card or letter shows more professionalism and indicates you are really interested in position
Communicating for Results, 10th edition

13. Communicating for Results, 10th edition
The Thank-You Letter
Consider the following suggestions:
Keep tone of thank-you message formal yet friendly
Your message should be fairly short
Begin by thanking interviewee for interview
If something out-of-the-ordinary occurred, be sure to mention to help interviewer recall your interview
Be sure to mention your interest for position
If interviewer asked for any additional information, be sure to cover it
End with “I am looking forward to hearing from you soon”
Communicating for Results, 10th edition

14. Communicating for Results, 10th edition
The Follow-Up Letter
Suggestions for effective follow-up letters:
Express your disappointment at not receiving position, but thank person for interviewing you
If are taking steps to correct problem, be sure to mention it
If you come across an article that relates to area discussed in interview, include two-sentence review and the link to access article
End by expressing your interest in working for the person or company
Communicating for Results, 10th edition

15. Writing an Effective Resume
Effective resumes grab immediate attention
Effective resumes are easy to read
Effective resumes provide more than basic information
Communicating for Results, 10th edition

16. Communicating for Results, 10th edition
Writing to Inform
Informative presentations or reports promote understanding of idea or body of related facts
Four tools that aid understanding:
Use definition if audience is unfamiliar with our topic or if topic is complicated
Use description to paint picture of topic
Use explanations when your subject matter is complex
Use narration to improve understanding
Communicating for Results, 10th edition

17. Communicating for Results, 10th edition
Informative Outlines
To be effective, outlines need to follow basic guidelines:
Use standard numbering
Indent for faster comprehension
Include at least two supporting items per level
Use parallel wording for each level
Capitalize first word in each level
If outline is intended for oral presentation, should also include transitions, sources, and list of references
Communicating for Results, 10th edition

18. Communicating for Results, 10th edition
Informative Reports
Effective informative reports generally include these items:
Present a brief, clearly worded statement of purpose
Follow a deductive approach
Organize supporting information and subtopics into brief, clearly divided paragraphs
Use concrete, vivid words and variety of supporting material
Additional items:
Title page
Table of contents
Abstract or synopsis
Communicating for Results, 10th edition

19. Communicating for Results, 10th edition
Writing to Persuade
Effective persuasive messages do the following:
Use an inductive pattern of organization
Clearly spell out one or more problems that need to be addressed
Clearly spell out recommended beliefs or actions needed to solve problems
Show incentives and additional benefits if recommendations followed
Support all recommendations with carefully researched and ethical evidence
Communicating for Results, 10th edition

20. Communicating for Results, 10th edition
Persuasive Outlines
All persuasive outlines include an introduction and conclusion and may include:
Problem, solution, benefits
Problem, solution, action
Persuasive outlines expand conclusion:
Visualize future for audience
Call for belief or action
Communicating for Results, 10th edition

21. Communicating for Results, 10th edition
Persuasive Reports
Include a form of the following:
Problem section clearly defining problem
Method section describing how information was collected
Results section describing data and information collected
Conclusions and recommendations section
Reference section
Additional items: title page, table of contents, abstract
Communicating for Results, 10th edition