Business Writing Final

• The techniques of persuasion

"We labor diligently to write to persuade our children to believe in christ" 2 nephi 25:3 Ethos: Ethics, credibility Pathos: Emotion appeal Logos: Logic Set a goal know what you want define your audience Believe it Benefits, not the features Build trust Acknowledge other viewpoints Stories 4 words, FREE, BECAUSE, YOU, INSTANTLY

• Improving your resume in 4 steps

- Format and Spell Correctly - Content: Always Customize your resume for each job - Exclude Certain Items - Quantify Accomplishments

• Applying the Seven Cs of Good Tone

1.Courteous(is respectful & free of bias) 2.Concrete(includes specific details) 3.Complete(doesn't create additional questions) 4.Concise(includes no unnecessary information) 5.Clear(uses simple language) 6.Correct (contains accurate information) 7.Considerate(considers the reader's point of view)

• Applying the strategies for job interviewing (the video we watched in class)

1.Do your research (the #1 mistake...don't know co.) 2.Prepare your stories 3.Practice your responses 4.Make a good first impression 5.Prepare for the different types of interviews (phone, video chat, in-person) 6.Follow up appropriately

• The steps to conducting an informational interview

1.Introduce yourself (name, major, interests, current job, etc.) 2.State your purpose: To interview the person to learn about his/her career•Pros & cons: face-to-face, phone, email, Skype 3.Make a personal connection 6 The Steps to an Informational Interview Request 4. Share 3-5 questions you plan to ask•Should be open-ended questions•Avoid Yes/No questions (or, add "why/why not?") 5. Suggest day/time/channel for the interview 6. Close the email appropriately7. Craft a professional subject line

• Why and how to use Goodwill messages (thank you, condolences, and congratulatory, Failure response)

4 types of Goodwill messages Gratitude Sympathy Congratulatory Sincere praise Failure Response Show sincere recognition of problem Explain how corrections can occur Reaffirm the relationship Be timely with all messages To build and maintain relationships

• Writing effective online copy (including the 5 steps from the video we watched in class)

5 steps to writing effective website copy Know your audience Above the fold area (First impression) Write your website for the scanners and the scrollers What's in it for me? Have and obvious and clear call to action

• The ideal length of a sentence in written business communication

8-14 words in a sentence Paragraph is 3-5 sentences

• Answering common job interview questions

Arrive a few minutes early Shake hands, follow their lead Listen carefully; ask for clarification if needed Dress one level up; maintain good posture Maintain appropriate eye contact Be respectful—to everyone you meet Remember and use names

• Communicating effectively with those of other generations

Bridging Generational Differences Understanding the perspectives of people who are older or younger than you enables you to interact better authentic ways and helps other people understand you better and value you more. Boomers like face to face Generation Z are Tech Savvy Millennials are culturally tolerant and want to know the "why"

• Adopting the right tone in business writing

Choosing the most appropriate communication channel depends on several factors: - Importance of the message - Amount and speed of feedback and interactivity needed - Necessity of a permanent record - Cost of the channel - Degree of formality desired - Confidentiality and sensitivity of the message - Receivers preference & level of technical expertise

• What to consider when choosing the proper communication channel

Communication Channels: Electronic(Emails/ social media) Paper based( business letter/internal memos) Choosing the most appropriate communication channel depends on several factors: Importance of the message Amount and speed of feedback and interactivity needed Necessity of a permanent record Cost of the channel Degree of formality desired Confidentiality and sensitivity of the message Receivers preference & level of technical expertise

• Avoiding bias and prejudicial wording in your business writing

Ditto

• Avoiding the most common email mistakes

Ditto

• Dos and don'ts of using email

Do Answer in a timely way—24 hours or less. People expect this with a medium geared for speed. Send only necessary messages. You need not have the last word, especially if it's just "got the message"; people appreciate hearing less rather than more. Include only what's needed, and write short messages. Speed 262 readers may miss the point when you bury it. Use accurate subject lines to identify your message, change it when the discussion shifts and make it audience directed and findable. Use must-read elements when justified—for example, "DATE CHANGE, Miller meeting." Create a strong lead—bottom line on top. Build in a clear close, asking the reader for what you want—and make it easy for him to do. Use graphic devices to support clarity and stay organized: numbers, bullets, subheads and so on. Use an easy-to-read typeface in a substantial size—12 point minimum. Use the signature to your advantage. Cite your most important contact points, such as your website, blog and social media addresses—limit the length. - Do Not Betray negative emotion. You will irritate people and be seen as unprofessional. Communicate overly emotional investment in your subject; this arouses skepticism. Say anything ambiguous that could be interpreted against your interests. Employ sarcasm, irony and humor in general, which is always open to misinterpretation. Include anything you'd cringe to see on Facebook, your boss's desk or your competitor's e-mail inbox. Say anything you'd be embarrassed to have forwarded to anyone. Use jargon and abbreviations beyond the minimal. Include philosophical ponderings. This is not the place. -And Never Write whole messages in italic, bold or capitals. Use smiley faces or other emojis when the relationship is formal or the audience is unknown. Forget to edit and proofread. Forget to take a big picture view of how your message might strike a reader and might make her feel.

• Common public speaking problems

Don't memorize, Inappropriate humor Irony Don't lose what's in it for me perspective

• Formatting and writing a business proposal

Executive summary Product description Market analysis Strategy implementation Financial projections appendix

• Persuading with Twitter, Facebook, and Instagram

Facebook Publicize an event Share news Invite user feedback Create a community Twitter Announce Something Share news immediately Tag a company Invite user feedback Have fun Instagram Quickly reach consumers Advertise a product Create brand awareness

• Designing effective websites

Features a dominant photo or video Naturally leads the readers' eyes Follows logical navigation (with tabs) Uses minimal text Is contained above the fold

• Analyzing a job posting

Find keywords from job posting Personal Qualities Important Qualifications Who is reading/reviewing application

• Applying the practical stages of editing

Grammar Tone Spelling Length Unnecessary words Limiting ing, ion words

• Writing and delivering elevator speeches

How to deliver a great elevator speech Think of it as a verbal branding service What does this mean to you? Show enthusiasm in your body language and facial expressions Speak clearly avoid um and uh Limit it to 30 seconds Your elevator pitch shouldn't tell your whole story Introduce yourself What's in it for me Explain what you do Call for action, meet up with them

• Writing a memo of understanding (MOU)

Include all Parties (Groups) State the purpose Responsibilities Terms Signature Legal contracts

• Using the 4 tools of e-mail

Inform ask report Follow up

• Why and how to use an internal memo, letter, email, and social media

Internal Memo - announces something to employees - Does not require anyone to respond - Keeps people informed -Gets straight to the point Business Letter - Strengthens or repairs relationships - Documents information - Proposals ideas, raises concerns creates formality Email - Shares information quickly both internally and externally - Distributes Letters and memos

• Organizing your writing in three parts

Introduction, Body Conclusion Write clear Concise Statements Choose shorter words Use active verbs Avoid long phrases Cut unnecessary words When you sell or communicate on the internet, 99% of the time it is done by the written word

• Differences in buzzwords and idioms

Jargon A specialized collection of words and terminology unique to a company industry or culture What are Idioms? Phrases that we use all the time that mean more than the sum of their words Phrases with an intended meaning which comes from an entire different context

• Writing cover letters—and understanding its focus on "why"

Length and language Professional format Strong opening State the why Customize to job Personal story

• Formatting a professional business letter

Make what's in it for the reader loud and clear. Write in a conversational tone, but more carefully and formally than e-mail. Consider relationship-building. Create letters that look well thought out and constructed. Always write to a person. Engage the reader quickly, tell her why she should care, and maintain focus. End with an appropriate call to action. Format: Keep It Simple but Classic

• Knowing how personal filters affect business communication

Perceptive vs. Reality "We don't see things as they are, we see them as we are? Our Personal Filters/ bias Age Gender National Culture Family Background Educational Background Work Experience Political Views Values Decision-making Style Leadership Style

• Outlining a presentation

Prepare to succeed Profile your audiences Clarify And state general purpose Define your goals Crystallize your message in 20 words or less Write the lead 30 secs Develop the message Craft clear and concise messages Conclude

• Writing an executive summary

Provide a summary of the proposal remains on one separate page and no more than 2 paragraphs Remember audience Write last in proposal

• Participating in online job interviews (such as Standout.com)

Research Prepare stories Practice responses Good first impression Find out type of interview(behavioral, technical, case) Quiet environment Energetic tone Pay attention to your pace Make sure equipment works Skpe - look into camera Wear professional outfit Watch your background Follow up appropriately

• Hooks to a presentation or speech

Use powerpoints with visuals Adapt to personal story Rehearse often Grab people's interest

• Basic questions of business communication:

What is my goal? Who is my audience?

• Writing thank you notes after a job interview

Within 24 hrs or less Use appropriate communication method Add things you forgot to say in the interview Reiterate why your good for position Hope for the future/ follow up

• Using proper graphic techniques in business communication

bold, highlights, italics, how to use bullet points

• How to handle odd requests from customers

communicating clearly improves an organization's bottom line and helps it give better customer service clients and customers need to feel respected