- Business Communication Toolkit - Business Writing - Day 01
Business Communication Toolkit - Business Writing - Day 01
This is the presentation of my program Business Communication Toolkit - Day 2.
- 1. Hassan Bin Rizwan BUSINESS COMMUNICATION TOOLKIT
- 2. Important Stuff
- What setting you want today?
- What learning environment would you prefer?
- Lecture-based or interactive?
- Would you like others to talk on the phone during the program?
- Would you like to receive rewards for good performance?
- 3. Important Stuff
- This is an EXPERIENCE Learning Experience for ALL of us
- Be ready to give and receive constructive criticism
- 4. Learning Contract
- A contract between YOU and YOURSELF
- Write ONLY what you want to remember later
- The Only Barrier to Learning the Truth is to Assume You Already Know It
Cost of Miscommunication 01/23/12
- Business Communication Toolkit
- 6. Miscommunication 01/23/12
- 7. Miscommunication 01/23/12
- 8. Miscommunication 01/23/12
- 9. Miscommunication 01/23/12
- 10. Miscommunication 01/23/12
Communications in the 21 st Century 01/23/12
- Business Communication Toolkit
- 12. 5 Things Thatve Changed in the 21 st Century
- If you dont excite my interest in the first 5 seconds, I will tag it for later
- Replace is and are with action words
- We are planning to to We plan to
- Less the use of passive sentences
- This project has been spearheaded by Atif to Atif lead this project
- Ok to start a sentence with And, But, Because etc
- Write to make it easy to read
- 13. 5 Things Thatve Changed in the 21 st Century
- Quick, Short, To-the-point
- You have less time to do more so does your reader
- Write so it can be speed-read
- Highlighting the important words, ideas, numbers etc
- Last Sentence is More than a Goodbye
Communicating through E-mail 01/23/12
- Understanding the Expectation Game
- 15. Basics of Format
- Attachments describe them
- Place the paper in drawer A.
- Click the green start button.
- Improve customer satisfaction.
- 16. Choosing the Subject
- Better specific than generic
- Remember some will receive the e-mail on their phones
- Delete Fwd: even if you forward
- Which is a better subject?
- Road Rage: Curing Our Highway Epidemic
- 17. Signature Block
- Give several ways to connect with you
- Example : my signature block
- Use different for first message and different for replies
- Favorite quote? Only if it isnt offensive
- Wishing you well, _________________ Hassan B. Rizwan | Tel: +9221-7659067 | Mobile: +923003043094 | Web: www.hassanrizwan.com | Skype: hbrizwan | YouTube: hbrizwan | Twitter: hassanrizwan "Dream like you'll live forever .. work like you don't need the money .. love like you've never been hurt and dance like no one's watchin" - Satchel Paige
- 18. Writing Long E-mails
- Provide the ELEVATOR PITCH in the first para
- Your action close must be at the TOP
- Our profit margin for the last quarter went down 5%. As a result I am proposing budget adjustment for the following areas
- Budget projections for the last quarter
- Actual performance for the last quarter
- 19. E-mails on Smart Phones
- Everything SHORTER and MORE PRECISE
- Additional space between paras
Getting Ready to Write 01/23/12
- Setting Objective & Analyzing Situation
- 21. The Columbus Disease 01/23/12
- 22. start with the end in mind! 01/23/12
- 23. Setting Objective Situation No 1 You have to write a quarterly progress report and send it to your boss Situation No 2 You are writing a financing/investment proposal to a BIG client Situation No 4 Complaining to a regular vendor about the recent bad service you received Situation No 3 Responding to a query from a customer about product info 01/23/12
- 24. The FOCUS Principle
- Addressing the issue, the whole issue and nothing but the issue
- Avoid opening a pandoras box
- 25. The FOCUS Principle
- Present your ideas systematically
- Use logical arguments to add weight to your case
- Use headings, paras and lists to organize
- 26. The FOCUS Principle
- Proper language (grammar, spelling and sentence structure)
- Create simple and short sentences
- 27. The FOCUS Principle
- Understand the situation and the audience
- It is not the strongest of specie who survives, it is the one that is the most adaptive to the change
- 28. The FOCUS Principle
- Supported by logic and sound reason
- Supported by stats if any
- Supported by relevant examples if any
Setting the Tone 01/23/12
- Positive Emphasis & YOU Attitude
- 30. YOU Attitude Positive Emphasis
- In positive messages, use YOU more than I
- In negative messages, avoid YOU
- Focus on what can be done not otherwise
- Link negative info with audience benefit
- 31. Examples
- We provide after-sales service to all our customers.
- We have approved your credit extension request.
- You dont qualify for the Exclusive Membership unless you have been a member for 5 years.
- 32. Examples
- You made no allowances for inflation in your proposal.
- We cant sell computer disks in lots of less than 10.
- Your research on article lacks credible evidence.
- 33. Writing Persuasive Messages 01/23/12
- 34. Persuasion Pyramid 01/23/12
- 35. Principles of Persuasion
- Reference to moral, ethical, religious or spiritual belief consistency
- Reference to expertise and knowledge
- Reference to acceptance by aspired people
- Reference to personal preferences
- Reference to shortage time and resources
Writing Negative Messages 01/23/12
- Getting the Most Out of Bad News
- 37. Negative Message 01/23/12
- 38. Examples
- We at ABC Services truly wish to retain our reputation as being the most competitive and affordable in the industry. To offer you the best rates, we must cut down on after-sales service.
- I am sure your directory services are of great interest to all businesses in the industry. However, we simply dont have the budget
- I agree with you that we all should do our best to support a cause that is worthy of our time and money. Our firm, however, .
Writing Bouncing-Back Messages 01/23/12
- Turning the Negative into Positive
- 40. Bouncing-back Messages 01/23/12