BUS CH 5

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Tips for Excellent E-Mails

Consider both your primary & secondary readers. Keep it short. Don't forget to proofread. Use standard writing. Avoid attachments. Don't assume privacy. Respond promptly to e-mails. Assume the best. Create a compelling subject line. Think before you write, and think again before you send!

Choose the right channel

Consider the audience it's not about you! Communication Channels

Communication Channels

Figuring out the right way to send a message, The number of options is growing.

Pick the right words Avoid Bias

Gender Bias. Age Bias. Race, Ethnicity and Nationality Bias. Use Active Voice Where Possible. Active Voice - the subject of your verb is doing the action. Passive Voice - the subject of your sentence is not doing the action described by the verb.

Effective Communication

Happens when you transmit meaning - Relevant Meaning to your audience.

In-Person Pesentation

High. Audience experiences all elements of message.

Videoconferencing

High. Convey richness similar to in-person communication.

If your recipient will feel negative about your message:

Start with the rationale and follow with your bottom line

Write high-impact messages Breaking through the clutter

Strike the right tone. Don't make grammar goofs. Use block paragraphs. Use headings and bulleted lists.

The close

Summarize Key points, Verbally signal yours conclusion.

active voice

The __________ works better for the vast majority of business communication.

passive voice

The ___________ tends to be less effective for business communication.

Writing: strike the right tone

Use common words in most situations: Like use versus utilize. Use active voice: like We made a mistake versus A mistake was made. Use personal pronouns whenever appropriate: Like I, you. Use contractions as often as you would when speaking: Like I'll, don't, here's.

Standard Business Writing

Use single spacing. Double Space between paragraphs. Do not indent the first sentence of you paragraphs.

Handling Nerves

Use your nervousness (adrenalin). Mitigate Anxiety.

E-Mail

Very Low. No information beyond words.

Memos/Reports

Very Low. No information from tone or body language

Face to face Meeting

Very high. Audience experience full message most directly.

Instant Message

Very low. Very few words lead to basic communication.

Dynamic Delivery

Vibrant, compelling presentation delivery style that grabs and holds the attention of the audience.

Expectation

What kind of language do most people use in the organization.

Edcation

What vocabulary should you use? How complex should you make the message?

Common forms of bias

include gender bias; age bias; and race, ethnicity, or nationality bias.

Common forms of nonverbal communication

include gestures, posture, facial expressions, tone of voice, and eye contact.

Bias

A preconception about members of a particular group.

The Opening

An interesting or startling statistic. Audience involvement. A compelling story or anecdote. A relevant simile or metaphor. Engaging questions.

Noise

Any interference that causes the message you send to be different from the message your audience understands.

Profession

Are there professional acronyms and jargon that can impact your message?

Active Listing

Attentive listening that occurs when the listener focuses his or her complete attention on the speaker

If your recipient will feel positive or neutral:

Begin with your bottom line

Intercultural Communication

Communication among people with differing cultural backgrounds. As globalization gains speed, intercultural communication will become increasingly pivotal to long-term business success

Nonverbal Communication

Communication that does not use words.

Communication Skill Are your Invisible Advantage

Effective Communication, Noise, and Communication Barriers

Bulleted List

Engage yours readers. Direct their attention.

Pick the right words

Expectations. Education. Profession.

Non-Verbal Communication: Reinforce the meaning of your message

Eye contact. Tone of voice. Facial expressions. Gestures and posture.

Visual Aid

Increase retention. PowerPoint is only a tool

Questions

Indicate time for questions. Be prepared.

The Body

Introduce key points. Include Statistics, data, expert quotes.

Writing, Don't make Grammar Goofs

Its ok to end a sentence with preposition when doing so sounds natural. Its ok to begin sentences with And or But. Its ok to slit infinitives.

Voice Mail

Low. The audience gains tone but no body language

Telephone Conversation

Moderate. The audience benefits from changes in your tone

Headings

Not a title, but subject label. Effective even in short documents.

Communication Barriers

Obstacles to effective communication, typically defined in terms of physical, language, body language, cultural, perceptual, and organizational barriers.

Tips for Dynamic Delivery

Practice! Know your material, but never memorize. Look at your audience at least 50 percent of the time. Vary your voice, expression, and body language. Use selective notes. Stick to your allotted time. Slow down and listen to yourself. Don't apologize. Remember to use natural gestures. Practice!

Passive Voice

Sentence construction in which the subject does not do the action expressed by the verb; rather the subject is acted upon (e.g., The taxes were done by our accountant.).

Active Voice

Sentence construction in which the subject performs the action expressed by the verb (e.g., The accountant did the taxes.).

Communication

The transmission of information between a sender and a recipient.

Communication Channels

The various ways in which a message can be sent, ranging from one-on-one in-person meetings to Internet message boards.


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