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Business Communication Lecture 2

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23 views14 pages

Business Communication Lecture 2

Uploaded by

arefin0019
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Week 2:Written Communication Skills

Topic Covers:

• Communication Media Selection and strategies


• Fundamentals of Professional Writing
• Business Letters: Formats and Examples
• Memos and Emails: Best Practices

# 8 critical factors that influences communication in an


organization
Mr. Ashmark is one of 10 employees in the credit analysis department of Bank of
Antarctica. He has strong leadership qualities, and all his colleagues goes to him
for guidance. He dominates their discussions and offers intense opinions on the
majority of topics. Despite the fact that he does an excellent job, he have had
issues with his aggressive nature. You have been named the department's new
manager of credit risk. Today, you gave instructions to your colleagues to modify
a certain customer credit score criterion. The new credit scoring criteria has
increased accuracy of credit scoring and therefore, minimized the bank’s
exposure to credit risk. Soon after giving the order, you saw the workers talking
in a group, with Mr. Ashmark. Soon he appeared in your office and told you,
“We’ve thought it over. Your new credit scoring criteria is not going to work.”

1. Explain what is happening. How will you


handle the situation?

Purpose of External Communication


1. Maintaining good relationships with existing customers
2. Sharing news and developments about the business
3. Building & maintain brand image
4. Communicating with Stakeholders

Purpose of Internal Communication

1. takes place between employees of a company in order to


develop, carry out, and evaluate the effectiveness of the business
plan.
2.Its really important to carry out internal business communication
as efficiently and effectively as possible.
Methods/ Media Selection of External
Business Communication:

Depending on the goal, the context, the degree of complexity


and the audience, methods of external communication vary
significantly. A person must understand clearly on the usage of
specific method in specific situations.
Formal communication means to communicate with managers,
employees, workers and other business personnel using the
official channel under proper business etiquette.

▪ Meeting
▪ Report
▪ Memo
▪ Letter
▪ Email
Informal business communications are unstructured discussions
that take place within a company but don't follow any set rules.

▪ Single Strand: One person communicates with a


person.Then they communicate with another person to flow
information.
▪ Gossip Chain: A group interaction in which everyone is
speaking casually to one another.
▪ Probability Chain: Information spreads randomly in this sort
of grapevine communication from one source. This might
imply that one or more coworkers receive information from the
primary point of contact.
▪ Cluster Chain: One person chooses a small number of
people to share knowledge with, and then each of those
people shares it with others.

1. Set purpose with simple language for easily


understandable. Avoid jargons, complexity.
2. in terms of brevity and focused writing.
3. Structure and Organization: to maintain logical flow with
intro andconclusion.
4. Audience Awareness: tailored withfamiliarity and
message in terms of tone, style and appropriate formality.
5. Precision and Accuracy: in factchecking and
word choice.
6. .Tone and Professionalism: must beneutral,
respectful and positive attitude.
7. Grammar and Style: Correct and
consistent style
8. Proofreading and Editing: review and get back
9.Formatting: in terms of font, space, heading,
margin, visually appealing withspecific
requirement
10.Ethical Considerations: In terms of
truthful, transparency and respect for
confidentiality.

Do’s and don’t in attitude,


etiquette ,Positive mood and Credibility
1. Your Attitude:

2. Etiquette

3. Positive mood

4. Credibility
Business Letter
Business Letters are brief messages sent to recipients
that are often outside the organization (Bovee, C., & Thill,
J., 2010). They are often printed on letterhead paper, and
represent the business or organization in one or two pages.
Shorter messages may include e-mails or memos, either
hard copy or electronic, while reports tend to be three or
more pages in length.

Standard Business Letter Format


1.Sender's Address (optional if using letterhead).Include
your address at the top if you are not using a letterhead
2.Date
The date the letter is written. Formatthe date in full (e.g.,
"October 20, 2024").
3.Recipient's Address
The address of the person or companyyou are writing to.
4.Salutation
Greet the recipient professionally, usingtitles such as "Dear
Mr./Ms./Dr.," followed by their last name.
If the recipient's name is unknown, use a general greeting
like "Dear Sir/Madam."
5.Body
•The main content of the letter is typically divided
into threesections:
• Opening Paragraph: Introduce the purpose of the
letter.
• Middle Paragraph(s): Provide details,
explanations, orrequests.
• Closing Paragraph: Summarize your message,
expressexpectations, or call for action.
6.Closing
Use a professional closing statement such as "Sincerely,"
"Bestregards," or "Yours faithfully" (for unknown recipients).
7.Signature
Leave space for your handwritten signature (if sending a
printedletter), followed by your typed name
8.Enclosures (if applicable)
If you are enclosing additional documents, mention it below
thesignature

Common Business Letter Formats


1.Block Format
1. Features: All text is left-aligned, with no
indentations, and single spacing is used
between lines. Double space between
paragraphs.
2. Example: Most common for professional and
formal correspondence.
1. Modified Block Format
1. Features: Similar to the block format, but the
date, closing, and signature are right-aligned.
2. Semi-Block Format
1. Features: Paragraphs are indented, and the restof
the text is left-aligned, with the date and closing
typically right-aligned.

#Font Selection: Either Calibri or Times


New Roman(12Size)

Margin: All in 1” for left , right, bottom,


upper for A4 page size and legal page. For
Letter head page top will be 2”
Strategies for Effective Letters

• Always remember that letters represent you


and your company in yourabsence. In order to
communicate effectively and project a positive
image,

• be clear, concise, specific, and respectful;

• each word should contribute to your purpose;

• each paragraph should focus on one idea;

• the parts of the letter should form a complete message;

• the letter should be free of errors.


Memos: Best Practices
A memo (memorandum) is a formal method of communication
used withinorganizations to provide important information,
updates, or instructions.
Key Elements of a Memo:

1. Heading
To: Name(s) of the recipient(s) From: Name and title of the
senderDate: The date the memo is issued
Subject: A brief summary of the topic

2.Body:The memo body is typically broken into sections:


• Opening: Introduce the main purpose
or message of the memo.
• Details: Explain the key points,
reasons, or instructions.
• Action/Conclusion: State
what is expected from the
recipients (if any action is
needed).

• Keep the memo short, clear, and focused on a


single issue.

3.Tone
• Memos should be written in a neutral, professional tone.
They are often less formal than letters but stillmaintain
professionalism.

4.Formatting
• Use headings, bullet points, or numbered lists for easy
readability, especially when outlining steps orkey points.
Example of a Memo
Emails: Best Practices

*Emails are the most common form of professional


communication. Whether for internal communication,client
interaction, or external contacts, effective email writing ensures
clarity and professionalis.

Key Elements of an Email:

1.Subject Line
Be specific and concise. It should summarize the purpose of
the email in a fewwords.
2.Salutation
Start with a formal greeting, such as "Dear [Name]," or "Hello
[Name]," depending on the formality required.
If the recipient is unknown, use “Dear Sir/Madam” or “To
Whom It May Concern.

3.Body
Opening: Start with a polite introduction or a summary
of the context. Mention any previouscorrespondence, if
relevant.
Main Content: Provide details or information in a clear,
concise manner. Avoid long paragraphs.
Closing: Summarize or restate any action items,
deadlines, or follow-ups.
Closing and Signature
• Use professional closings like “Sincerely,” “Bestregards,”
or “Thank you.”
*Include your name, title, and contact informationif relevant
Emails: Best Practices

Tone
Adjust the tone to match the formality ofthe situation. Use a
polite and respectful tone.
Avoid using slang, excessive punctuation (like !!!), or
emoticons in formal settings.
Formatting
Use short paragraphs or bullet points tobreak up text for
better readability.Maintain proper capitalization and
punctuation.

Email Etiquette

•Reply Promptly: Acknowledge emails


within areasonable time, ideally within 24-48
hours.
•Be Concise: Keep the message focused and
to thepoint.
•Avoid Attachments Unless Necessary:
If sharing attachments, mention them in the email
body andensure they are necessary.
•Be Mindful of "Reply All": Use "Reply All"
only whenabsolutely necessary to avoid cluttering
inboxes.
•Proofread: Always check for spelling and
grammarerrors before sending
Example of an Email

Memo vs Email
Key Differences: Memos vs. Emails
 Formality:Memos tend to be more formal and are used
for internal communications on specific issues. Emails are
more versatile and used bothinternally and externally.
 Format: Memos follow a structured format with headings,
while emails are moreflexibe.
 Distribution:Memos are usually sent to a wide audience
within an organization,while emails are often more targeted.

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