copyright 2005 thomson/south-western basic letter & memo writing fifth edition chapter 1:...
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Copyright 2005 Thomson/South-Western
Basic Letter & Memo WritingFifth Edition
Chapter 1:Effective Communication
Copyright 2005 Thomson/South-Western
Effective Communication
• Meets the organization’s goals• Satisfies the recipient’s need• Gives you information you require• Helps builds good relationships• Is essential for success at work
Copyright 2005 Thomson/South-Western
Keys to Effective Communication
• Desire• Persistent effort• Wise choices• Knowledge• Seeing it through
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Choosing a Medium
• Anticipated response of recipient• Sensitivity of the situation• Speed required• Complexity of information• Need for documentation• Status and accessibility of recipient• Costs
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Technology for Communication
• E-mail: most used and abused• Software suites• Online reference tools• Shared location or database for files• Intranets: company-owned networks• Internet
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What Determines Cost
• Who produces the document• How the document is produced• How many copies are produced• How the document is distributed
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Basic Writing Skills
• Clear, accurate, concise writing• Appropriate language• Correct grammar, spelling, and
punctuation
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Advanced Skills
• Critical thinking• Analytical skills• Reading skills• Interpersonal skills• Research skills• Information management skills
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Style
• People prefer different styles• Formality matters• Style should be appropriate to the
situation• Adapt your style to the reader’s
needs
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The Process of Writing
• Using a free-form approach– Put down thoughts, organize thoughts
& add substance for first draft, revise, edit, & proofread draft
• Using a structured approach– Plan a message, collect & organize
information, prepare a detailed outline, write a draft, review it & then revise
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– Using combined approach• Planning, having at least mental
outline, preparing draft, revising draft, editing & proofreading
Use a style that works best for you
Copyright 2005 Thomson/South-Western
Good Writers
• Want to write well• Develop related
skills• Revise and edit as
needed• Work hard to be
better writers