© blr ® —business & legal resources 1408 business writing for supervisors and managers
TRANSCRIPT
© BLR®—Business & Legal Resources 1408
Business Writing for Supervisors and Managers
© BLR®—Business & Legal Resources 1408
Identify the characteristics of good business writing
Use words for maximum impact
Develop efficient sentences and paragraphs
Write more effective letters, memos, e-mails, job procedures, guidelines, and reports
Session Objectives
© BLR®—Business & Legal Resources 1408
What You Need to Know• The right words
• Well-structured sentences and paragraphs
• A variety of business communications proficiently
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Why Good Writing Skills Are Important
• Many job functions involve writing
• People judge you
© BLR®—Business & Legal Resources 1408
Characteristics of Good Business Writing
• Clear
• Concise
• Correct
• Complete
• Coherent
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
How to Use Words for Maximum Impact• Choose concrete over
vague
• Avoid jargon and puffed-up language
• Avoid slang
© BLR®—Business & Legal Resources 1408
How to Use Words for Maximum Impact (cont.)
• Link concepts to examples
• Use positive language
• Use active verbs
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Vague Versus Concrete• “This year’s sales were
disappointing.”
• “Sales this year fell by 10 percent overall, with sales of fixtures and switches hitting a 4-year low of 500,000 and 300,000 units, respectively.”
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Jargon and Puffed-up Language
“Pursuant to our safety policy, I investigated a possible 3(a)(iii) violation, endeavoring to ascertain whether the
injured party had taken precautionary measures, including PPE, commensurate with the explosive
propensity of the material as required by the MSDS.”
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Jargon and Puffed-up Language (cont.)
“Following our safety policy, I investigated a possible violation of Section 3(a)(iii) of the regulations, trying to find out whether the accident victim had taken adequate precautions, including personal protective equipment, against the risk of explosion, as required by the material safety data sheet.”
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Slang • “The customer claims that
our prices are a rip-off.”
• “The customer claims that our prices are too high.”
© BLR®—Business & Legal Resources 1408
Concept and Examples • “The first step in the procedure is
to access the data.”
• “The first step in the procedure is to access the data by pressing the F7 key.”
© BLR®—Business & Legal Resources 1408
Positive Versus Negative• “You’ll be glad you
chose our company.”
• “You won’t be sorry you chose our company.”
© BLR®—Business & Legal Resources 1408
Active Verbs • “It is planned that the
project will be completed by the end of the month.”
• “I plan that we will complete the project by the end of the month.”
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Make Your Words Count— Questions?• Do you understand
how your writing affects your effectiveness and success?
• Do you understand the importance of choosing words for maximum positive impact?
© BLR®—Business & Legal Resources 1408
Sentence Structure • Keep sentences
simple
• Make them efficient
• Mix short and longer sentences
© BLR®—Business & Legal Resources 1408
Paragraph Structure• Topic sentence
• Content
• Length
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Paragraph Structure (cont.)
• Use transitions to form a bridge between paragraphs
© BLR®—Business & Legal Resources 1408
Structure Your Writing Correctly
• Do you understand what we’ve discussed about sentence and paragraph structure?
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Five Steps to Writing Better Business Communications • Define your reason
for writing
• Prepare your material
• Make an outline
© BLR®—Business & Legal Resources 1408
• Write a first draft
• Revise before you send
Better Business Communications (cont.)
© BLR®—Business & Legal Resources 1408
• Opening
• Body
• Closing
Three-Point Format
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Business Letters • Block style
© BLR®—Business & Legal Resources 1408
Business Letters (cont.) • Simplified format
© BLR®—Business & Legal Resources 1408
© BLR®—Business & Legal Resources 1408
Memos • Purpose
• Format
• Length
• Content
• Tone
© BLR®—Business & Legal Resources 1408
E-mail • Organization
• Structure
• Length
© BLR®—Business & Legal Resources 1408
Job Procedures and Guidelines • Focus on actions
• Use command words
• Be consistent with terminology
• Use a step-by-step approach
© BLR®—Business & Legal Resources 1408
Reports • Informational
reports
© BLR®—Business & Legal Resources 1408
Reports (cont.) • Situational reports
WhatWhereWhenWhyWho How
© BLR®—Business & Legal Resources 1408
How you write is a reflection of your professional image
Effective business writing is clear, concise, correct, complete, and coherent
Your choice of words has a major impact on the way your written communications are received by readers
Proper sentence and paragraph structure helps readers interpret your meaning
Key Points to Remember