Assignments Turned In Communication and Technology Planning and Writing of Business Messages Team...
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Transcript of Assignments Turned In Communication and Technology Planning and Writing of Business Messages Team...
• Assignments Turned In• Communication and Technology• Planning and Writing of Business
Messages • Team Project: Timeline• Quiz
Topics for Week 3
Building Business Communication Skills
InterculturalInterculturalSensitivitySensitivity
InterculturalInterculturalSensitivitySensitivity
WorkplaceWorkplaceSensitivitySensitivity
WorkplaceWorkplaceSensitivitySensitivity
CommunicationCommunicationTechnologyTechnology
CommunicationCommunicationTechnologyTechnology
EthicalEthicalConsiderationsConsiderations
EthicalEthicalConsiderationsConsiderations
Audience-CenteredAudience-CenteredApproachApproach
Audience-CenteredAudience-CenteredApproachApproach
Communication Communication TechnologyTechnology
Voice Technologies
Virtual Agents
Mobile Communication
Networking Advances
Activity: TechnologyActivity: Technology
• Form groups of 3-4 people.• After being assigned a communication technology type,
• describe the features• identify the advantages and disadvantages of using the technology • identify an example of when a business would effectively use it
• Identify a spokesperson to report out.
Using Technological ToolsUsing Technological Tools
Internet
E-m
ail
Mobile Computing
Voice Mail
Maintain PerspectiveMaintain PerspectiveMaintain PerspectiveMaintain Perspective
Boost ProductivityBoost ProductivityBoost ProductivityBoost Productivity
Reconnect with PeopleReconnect with PeopleReconnect with PeopleReconnect with People
Business Messages
PurposefulPurposefulPurposefulPurposeful
Audience-CenteredAudience-CenteredAudience-CenteredAudience-Centered
Efficient Efficient Efficient Efficient
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the AudienceAdapt to
the Audience
Composethe MessageCompose
the Message
Three-Step Writing Process
AIMO
Ask specific questions to identify purpose:
• What observable, specific outcome(s) do I want?
• What will success look like?
Inform
employees
or
customersPersuade
Collaborate
and
promote
goodwill
Define Your PurposeDefine Your PurposeAIMO
Analyze Your Purpose
Will anything change?Will anything change?
Is the purpose realistic?Is the purpose realistic?
Is the timing right?Is the timing right?
Is the purpose acceptable?Is the purpose acceptable?
AIMO
Analyze Your Audience
Primary members
Size and location
Compositionn
AIMO
Knowledge Level
Expectations
Probable reaction
Concerns
What they need to know
Example of Audience Analysis
Role Finance AnalystsSize and location Group 1: 75 from China, Penang and Costa Rica
Group 2: 25 from US and Israel
Composition Group 1: Culture and language differ from US; many inexperienced users
Group 2: Experienced users
Knowledge level Little to no knowledge of application look and feel
Expectations They will be trained before Close period so they can perform their job. Need many details about the application before implementation.
Concerns They will get bogged down by the new system and have a steep learning curve, preventing them from doing their job
Probable reaction Not happy about the change
Need to know Similarities to current version of application; resources for training and help.
In groups of 3. . . . • Receive assignment on page 68.• Complete activity to analyze audiences:
– Who is my audience?– What is my audience’s attitude toward the
subject?– What does my audience need to know?
• Identify a spokesperson to report out.
Activity: Audience Analysis
In your project teams, identify the following for your audience:
• Concerns- what is your audience concerned about• Customers – who are they and what are their
needs/expectations• Primary areas of concern/focus• Probable reaction/concerns to your persuasion• What information they need to know about your
subject to be persuaded
Activity: Your Team’s Audience
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the AudienceAdapt to
the Audience
Composethe MessageCompose
the Message
Three-Step Writing Process
AIMO
Internet/electronic databases
Internet/electronic databases
Viewpoints/input from others
Viewpoints/input from others
InterviewsInterviews
Survey Survey
BrainstormingBrainstorming
Gathering Information
Business booksBusiness books
AIMO
PeriodicalsPeriodicals
Company documents and reports
Company documents and reports
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the AudienceAdapt to
the Audience
Composethe MessageCompose
the Message
Three-Step Writing Process
AIMO
ElectronicElectronicMediaMedia
Telephone CallsTelephone Calls
TeleconferencingTeleconferencingand Meeting Onlineand Meeting Online
ElectronicElectronicDocumentsDocuments
InstantInstantMessagingMessaging
Global Communication
Voice MailVoice Mail
VideotapesVideotapesand DVDsand DVDs
Faxes Faxes and E-mailand E-mail
Websites, BlogsWebsites, Blogsand Podcastsand Podcasts
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the AudienceAdapt to
the Audience
Composethe MessageCompose
the Message
Three-Step Writing Process
AIMO
Sequencing Messages
Direct ApproachDirect ApproachIndirect ApproachIndirect Approach
Audience ReactionAudience Reaction
Message LengthMessage Length
Message TypeMessage Type
AIMO
Choosing the Approach
AudienceReaction
MessageOpening
MessageBody
MessageClosing
Eager/Interested/Pleased/Neutral Displeased Uninterested/Unwilling
Main idea, good news, or request
Necessary details
Cordial comment orstatement about
specific action
Neutral buffer statement
Reasons/justification,bad news, positive
suggestion
Cordial close
Attention-gettingstatement/question
Arousing interest,building desire
Request for action
AIMO
OrganizingBusinessMessages
OrganizingBusinessMessages
Direct ApproachDirect Approach
Main idea comesfirst followed by
details and explanations
Main idea comesfirst followed by
details and explanations
Direct Approach
OrganizingBusinessMessages
OrganizingBusinessMessages Indirect ApproachIndirect Approach
Explanation precedes main idea
Explanation precedes main idea
Indirect Approach
In pairs. . . • Receive assignment on page 69. • Complete the activity, identifying the most
appropriate approach (direct or indirect).• Identify a spokesperson to report out.
Activity: Choosing the Approach
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the AudienceAdapt to
the Audience
Composethe MessageCompose
the Message
Three-Step Writing Process
AC
Adapt to the Audience
RelationshipsRelationshipsRelationshipsRelationships
SensitivitySensitivitySensitivitySensitivity
Style and ToneStyle and ToneStyle and ToneStyle and Tone
AC
Audience Sensitivity
Adopt a“You” Attitude
Adopt a“You” Attitude
DemonstrateBusiness Etiquette
DemonstrateBusiness Etiquette
Emphasize the Positive
Emphasize the Positive
Use Bias-FreeLanguage
Use Bias-FreeLanguage
AC
The “You” Attitude
Instead of this. . . Use this . . .
To help us process this order, we must ask for another copy of the requisition.
So that your order can be filled promptly, please send another copy of the requisition.
You should never use that type of paper in the copy machine.
That type of paper doesn’t work very well in the copy machine.
AC
Speak in terms of your audience’s wishes, interests, hopes and preferences.
Instead of this. . . Use this . . .
We are now offering H-P computers at discounted prices.
You can now purchase H-P computers at discounted prices.
We are pleased to announce that you have been approved to enroll in our leadership training program.
Congratulations! You have been selected to enter our leadership training program!
The “You” Attitude
In pairs. . . • Receive assignment on page 94. • Complete activity, identifying revisions to
ineffectively written statements.• Write effectively written statements.• Identify a spokesperson to report out.
Activity: Using the “You” Attitude
Inform readers of what can be done instead of what cannot be done.
Instead of this . . . Try this . . .
Employees may not use the First Street entrance during remodeling.
Employees may use the Market Street entrance during remodeling.
We cannot fill your order until we receive an exact model number.
We can fill your order once we receive an exact model number.
We must withhold payment until you complete the job satisfactorily.
You will promptly be paid once the job is completed satisfactorily.
AC
Emphasize the Positive
Emphasize the Positive
Instead of This Use This
Cheap Merchandise
Fake
Used Cars
Failing
Elderly Person
Pimples and Zits
Bargain Prices
Imitation or faux
Resale Cars
Underperforming
Senior Citizen
Complexion Problems
In pairs. . . • Receive assignment on page 94. • Complete activity, identifying revisions to
ineffectively written statements.• Write effectively written statements.• Identify a spokesperson to report out.
Activity: Emphasizing the Positive
A Strong Audience Relationship
EstablishEstablishYour CredibilityYour Credibility
EstablishEstablishYour CredibilityYour Credibility
Build theBuild theCompany’s ImageCompany’s Image
Build theBuild theCompany’s ImageCompany’s Image
AC
Writing in Plain English
StraightforwardStraightforward
Easy to UnderstandEasy to Understand
ConversationalConversational
AC
In groups of 3 people. . . • Review the example of a business message.• Discuss the following:
– purpose– primary audience– readability
• Critique the following:– conversational, yet professional– positive, familiar language– inclusive language
• Identify spokesperson to report out.
Activity