BUS CH 5
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.
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.