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This document provides guidelines for writing effective business messages and communication. It discusses adapting messages to the audience, maintaining professional etiquette, emphasizing positive aspects, establishing credibility, using a conversational tone, plain English, active or passive voice, composing messages with strong words and coherent paragraphs, and arranging email messages properly. The key aspects are tailoring the message to the audience, maintaining a professional tone, emphasizing benefits to the reader, and establishing trustworthiness through expertise and honest, objective communication.
This document provides guidelines for writing effective business messages and communication. It discusses adapting messages to the audience, maintaining professional etiquette, emphasizing positive aspects, establishing credibility, using a conversational tone, plain English, active or passive voice, composing messages with strong words and coherent paragraphs, and arranging email messages properly. The key aspects are tailoring the message to the audience, maintaining a professional tone, emphasizing benefits to the reader, and establishing trustworthiness through expertise and honest, objective communication.
This document provides guidelines for writing effective business messages and communication. It discusses adapting messages to the audience, maintaining professional etiquette, emphasizing positive aspects, establishing credibility, using a conversational tone, plain English, active or passive voice, composing messages with strong words and coherent paragraphs, and arranging email messages properly. The key aspects are tailoring the message to the audience, maintaining a professional tone, emphasizing benefits to the reader, and establishing trustworthiness through expertise and honest, objective communication.
BUSINESS MESSAGES BUSINESS COMMUNICATION Adapting To Your Compose Your Audience Message ADAPT TO YOUR Using the "You" Attitude
AUDIENCE Maintaining Standards of Etiquette
Using Bias-Free Language
To adapt your message to your audience,
Establishing Your Credibility try to be sensitive to your audience's
Projecting the Company's Image
needs, build a strong relationship with
your audience, and control your style to Using a Conversational Tone
maintain a professional tone
Using Plain English
Selecting Active of Passive Voice
1 USING THE YOU ATTITUDE
> Try to see a subject > Use "you" instead of "I",
through your audience's "me", "mine" eyes
> Speaking and writing in
terms of your audience's wishes, interests, hopes and preferences MAINTAINING 2 STANDARDS OF ETIQUETTE
> Demonstrate etiquettes
in your messages to earn their respect
> Control your emotions
and communicate calmly and politely 3 EMPHASIZING THE POSITIVE >If you're facing a > Show your audience negative situation, look how they will benefit for ways to soften the from complying with your blow or to emphasize message positive aspects of a situation > Avoid words with negative connotations, > When you are offering use meaningful criticism, focus on what euphemism instead the person can do or improve 4 ESTABLISHING YOUR CREDIBILITY
> Honesty > Endorsements
> Objectivity > Performance
> Awareness of Audience > Communication Style
Needs
> Credentials, Knowledge
and Expertise 5 ESTABLISHING YOUR CREDIBILITY
> When you communicate
with outsiders, the impression you make can enhance or damage the whole company 6 USING A CONVERSATIONAL TONE
> Avoid obsolete and > Be careful with
pompous language intimacy
> Avoid preaching and > Be careful with humor
bragging 7 USING PLAIN ENGLISH
> Simple, unadorned
style
> The audience can easily
grasp our meaning without struggling
> Close to the way
people normally speak 8 SELECTING ACTIVE OR PASSIVE VOICE
> Active voice when the
subject performs the action
> Passive voice when the
subject receives the action The most successfull messages have COMPOSING YOUR three important elements : strong words, effective sentences and MESSAGES coherent paragraphs
Using functional and content words correctly
Finding words that communicate
Choosing the types of sentences
Using sentence style to emphasize key thoughts
Make the element of the paragraph
Applying 5 ways to develop a paragraph
Following the guidelines
Arranging, Adapting, and Formattinge-mail messages
1. USING FUNCTIONAL > Functional words express relationships and have only one AND unchanging meaning in any given context CONTENT (include conjunctions, prepositions, articles, and pronouns) WORDS > Content words are multidimensional CORRECTLY and subject to various interpretations. (include nouns, verbs, adjectives and adverbs) 2. FINDING WORDS > Choose powerful words THAT > Choose familiar words COMMUNI > Avoid cliches CATE > Use jargon carefully 3. CHOOSING FROM FOUR > Simple sentences TYPES OF > Compound sentences SENTENCES > Complex sentences
> Compound-complex sentences
4.USING SENTENCE STYLE TO > In every messages, some ideas are more important than the others EMPHASIZE > Emphasize these key ideas through KEY your sentences style THOUGHTS 5.ELEMENT > Topic sentence, the sentence that introduces the topic OF THE > Support sentence, the topic PARAGRAPH sentence needs to be explained, justified, or extended with one or more support sentences.
> Transisitional elements, in addition
to being unified and well supported, effective paragraphs should be coherent. use connection words, echo a word or phrase from a previous paragraph, use a pronoun that refers to a noun used previously, use the word that are frequently paired 6.FIVE > Illustration, giving examples that demonstrate the general ideas WAYS TO > Comparison or contrast, using DEVELOP A similarities or differences to develop the topic PARAGRAPH > Cause and effect, focusing on reasons for something
> Classification, showing how general
idea is broken into specific categories
> Problem and solution, presenting a
problem and then discussing solution 7.FOLLOWI > Restrict e-mail usage to appropriate content NG THE > avoid sending personal messages at GUIDELINES work
> respect the chain of command
> pay attention to e-mail hygiene
8. > Make the email subject lines ARRANGING, pbjective, try to personalize your email (for the opening and closing) ADAPTING, > use proper capitalization FORMATTING > use acronyms sparingly EMAIL > use emotions carefully MESSAGES