Business Communication Lecturer Gareth Jones Class 1 Introduction

Business Communication Lecturer: Gareth Jones Class 1: Introduction, Basic Writing Skills & Reports

Contact Details �Lecturer: Gareth Jones �Email: garethjonesit@gmail. com Business Communication (BUS-100) 02/03/2021 2

Text books �“Guide to Managerial Communication” by Mary Munter �“Excellence in Business Communication” by J. V. Thill & C. L. Bovée” � Additional reading & assignments may be posted online at: ◦ http: //www. uwcentre. ac. cn/hhu/ Business Communication (BUS-100) 02/03/2021 3

Guidance � Pay attention in class � No cheating (I will know) � Ask questions if you don’t understand anything � It’s important you work hard in the tutorials- it’ll make the exam, assignment and presentation easier for you � It’s an English language module- the instruction language and assessed language is ENGLISH Business Communication (BUS-100) 02/03/2021 4

Grading Scheme � This course is comprised of one module containing: ◦ Practical Business Communication �Focus on writing reports and presentation skills with an assessed presentation ◦ Written Business Communication �In addition, communication skills, careers and practical business knowledge assessed in one written examination Business Communication (BUS-100) 02/03/2021 5

Grading Scheme – BUS 100 Assessment Tutorial Attendance Group Presentation Examination Percentage of Final Grade 5% 25% 70% Business Communication (BUS-100) 02/03/2021 6

Group Presentation – BUS 100 � You will give a group presentation on a contemporary business topic � You will acquire the skills needed to complete this assignment in classes 7 - 8 Business Communication (BUS-100) 02/03/2021 7

Dates of Evaluations Class # Assessment – BUS 100 Date 13 Presentations (25%) Wednesday November 23 rd 2011 15 Final Examination (70%) Thursday November 25 th 2011 Business Communication (BUS-100) 02/03/2021 8

Evaluation and Grading � In order to pass the course, you must attain 40% � The British grading system is roughly: ◦ 1 st Class >= 70% ◦ 2: 1 >= 60% < 70% ◦ 2: 2 >= 50% < 60% ◦ Third >= 40% < 50% ◦ Fail = below 40% � Note: Most people get 2: 1’s and 2: 2’s Business Communication (BUS-100) 02/03/2021 9

Objectives of this Module � By ◦ ◦ ◦ the end of this module you should be able to: Plan and write effectively Be able to take notes more effectively Research and reference your work in the right way Format letters, memos and emails in the correct way Write a good CV and cover letter Understand new media business communication Business Communication (BUS-100) 02/03/2021 10

Objectives of this Module (II) � By the end of this module you should be able to: ◦ Give an impressive interview ◦ Give an effective business presentation ◦ Understand business etiquette & teams ◦ Understand business between different cultures ◦ Run a meeting � In short, understand how to communicate better through any medium! Business Communication (BUS-100) 02/03/2021 11

Note Taking Knowledge � Paraphrasing Source Information Absorb source information Process information in your own way Business Communication (BUS-100) 02/03/2021 12

Note Taking � Paraphrasing ◦ your own version of essential information and ideas expressed by someone else, presented in a new form. ◦ a more detailed restatement than a summary, which focuses concisely on a single main idea. Business Communication (BUS-100) 02/03/2021 13

Writing Skills & Business Reports � Sentence Structure � Paragraphs � Business Reports Business Communication (BUS-100) 02/03/2021 14

Basic Writing Skills � What is a sentence? � What is a paragraph? Business Communication (BUS-100) 02/03/2021 15

Sentences �A sentence is a group of words expressing a complete thought � A sentence should contain one clause (subject and a predicate) � 4 types of sentences: ◦ Simple ◦ Compound ◦ Complex-compound Business Communication (BUS-100) 02/03/2021 16

Simple Sentence � 1 clause � “Company profits decreased this year” Business Communication (BUS-100) 02/03/2021 17

Subject � The subject is the person or thing about which something is said. � The subject is usually a noun or pronoun. Business Communication (BUS-100) 02/03/2021 18

Predicate � The predicate is everything that is said about the subject. � The predicate always contains a verb. Business Communication (BUS-100) 02/03/2021 19

Subject Clause Example � Subject: ◦ Cat Predicate: is fat! Business Communication (BUS-100) 02/03/2021 20

Compound Sentence � 2 or more clauses that express two or more independent but related thoughts of equal importance � Usually with and, but or or � “Profits have decreased by 10%, and employ turnover has been high” Business Communication (BUS-100) 02/03/2021 21

Complex Sentence � One main clause and one or more independent clauses related to it � The subordinate thought could not stand alone � “Although his performances this year have been disappointing, you can’t deny that he’s been trying his best” Business Communication (BUS-100) 02/03/2021 22

Compound-complex Sentence � 2 main clauses, one of which must have a subordinate clause � “Company profits have decreased again this year, and although his performances have been disappointing you must admit that he has tried his best” Business Communication (BUS-100) 02/03/2021 23

Sentence Summary � Use a combination of sentence structures in your writing � Use sentence style to emphasise key thoughts � Don’t try to overcomplicated things � Be succinct Business Communication (BUS-100) 02/03/2021 24

Writing Skills & Business Reports � Sentence Structure � Paragraphs � Business Reports Business Communication (BUS-100) 02/03/2021 25

Paragraphs � Organise sentences related to the same topic � Unit of thought structured through sentences in the paragraph � Contains a topic sentence, support sentence and transitional words and phrases Business Communication (BUS-100) 02/03/2021 26

Topic Sentence � Sentence that introduces the topic � In business often the first sentence � Introduced the subject allowing it to be developed � “The team has been in difficulty since the start of the season” Business Communication (BUS-100) 02/03/2021 27

Support Sentences � Support the topic sentence � Must have a bearing on the general subject � Provide enough details to make the topic clear � “The team has been in difficulty since the start of the season. Since 2007 a number of media reports have suggested all was not well behind the scenes. The coaching staff have been accused of in-fighting, and there have been suggestions that a number of key players intend to leave. ” Business Communication (BUS-100) 02/03/2021 28

Transitional Elements � Helps paragraphs to be arranged in a logical order � Words or phrases that tie ideas together ◦ Connecting words: and, but, however ◦ Echo words from previous sentences ◦ Use pro-nouns that have referred to nouns previously ◦ Use frequently paired words Business Communication (BUS-100) 02/03/2021 29

Transitional Elements (II) � Additional details: moreover, furthermore, besides � Casual relationships: therefore, because, accordingly � Comparison: similarly, likewise, in comparison � Contrast: yet, conversely, however � Condition: although, if Business Communication (BUS-100) 02/03/2021 30

Transitional Elements (III) � Illustration: for example, in particular, in this case � Time sequence: after, when, sometimes � Intensification: indeed, in fact � Summary: to sum up, to conclude, in brief � Repetition: that is, in other words Business Communication (BUS-100) 02/03/2021 31

5 Techniques for developing paragraphs � Illustration � Comparison or contrast � Cause and effect � Classification � Problem and solution Business Communication (BUS-100) 02/03/2021 32

Illustration � Giving examples � “Sales have increased by 5% this year to £ 10’ 000 per annum, despite the gloomy economic forecasts” Business Communication (BUS-100) 02/03/2021 33

Comparison � Using similarities or differences to develop the topic � “Based on the fact sales in the Northern region decreased after the launch of the new marketing campaign, we should not pursue the same campaign” Business Communication (BUS-100) 02/03/2021 34

Cause and Effect � Focus on reasons for something � “The managerial problems and disputes between players could be attributed to the fact that results have been poor since 2007” Business Communication (BUS-100) 02/03/2021 35

Classification � General idea broken into categories � “We can roughly divide the players in our team into several categories. Firstly, players from within our own academy system. Secondly, player’s we’ve brought in from the other local academies. Thirdly, players we’ve brought in from within the country. Finally, players we’ve brought in internationally. ” Business Communication (BUS-100) 02/03/2021 36

Problem and Solution � Presenting a problem and discussing the solution � “Managing star players has been very difficult for our team with all the media pressure. However, by offering extra support to star players and encouraging camaraderie with their team mates, some of this pressure can be taken off the players and therefore the team as a whole. ” Business Communication (BUS-100) 02/03/2021 37

Paragraphs Summary � Paragraphs are used to organise sentences with the same topic � Paragraphs contain a topic sentence, support sentence and transitional words and phrases � Using different types of paragraphs based on your audience is a good idea � A combination of types of paragraphs is usually a good idea in any context Business Communication (BUS-100) 02/03/2021 38

A note about structure � Whether your writing in a business, or another context, what you are doing will usually have a beginning, middle and end � Try to make what you do focused and well planned ◦ Know what you are writing about before you start � We will revisit writing skills later in the course, now onto business specific writing… Business Communication (BUS-100) 02/03/2021 39

Writing Skills & Business Reports � Sentence Structure � Paragraphs � Business Reports Business Communication (BUS-100) 02/03/2021 40

Business Reports � The backbone of business communication � This report presents information to assist in business decision making � Any large decision a company makes must be preceded by a formal Business Report Business Communication (BUS-100) 02/03/2021 41

Business Reports � Examples: ◦ ◦ ◦ Hire a new employee Begin a new project Purchase new equipment Start a new advertising campaign Fire an employee Analyse a merger Business Communication (BUS-100) 02/03/2021 42

Business Reports � All of the previous examples must begin with a business report � So, how do we format these reports? ◦ Every company has their own report format ◦ Most report formats follow a general trend… Business Communication (BUS-100) 02/03/2021 43

Business Report Format 1. 2. 3. 4. 5. 6. 7. 8. Title Page Table of Contents List of Figures Executive Summary Methods Report Body Recommendations References/Bibliography Business Communication (BUS-100) 02/03/2021 44

Business Report Format � 1. Title Page ◦ Must include: ◦ Title of the Report ◦ Author ◦ Date (Finished or Submitted) Business Communication (BUS-100) 02/03/2021 45

Business Report Format � 2. Table of Contents ◦ Must include: ◦ A list of the sections of the report with page numbers �Name of each section �Number page starts on Business Communication (BUS-100) 02/03/2021 46

Business Report Format � 3. List of Figures ◦ Must include: ◦ The name of every figure, graph, chart etc. that is in the report ◦ The page number each figure is on Business Communication (BUS-100) 02/03/2021 47

Business Report Format � 4. Executive Summary ◦ Must include: ◦ The most important parts (key points) of the report �Helps the reader to understand the report by only reading a short part of it Business Communication (BUS-100) 02/03/2021 48

Business Report Format � 4. Executive Summary ◦ How long should it be? ◦ ◦ Less than 1/10 th the length of the body E. g: Body 30 pages Executive Summary 3 pages Business Communication (BUS-100) 02/03/2021 49

Business Report Format � 4. Executive ◦ What is it? Summary � For your assignment: Think of it as one or two paragraphs (4 -7 sentences each) ◦ Must have: �Topic Sentence (Beginning) � 3 -5 Body Sentences (Middle) �Concluding sentence (End) Business Communication (BUS-100) 02/03/2021 50

Business Report Format � 5. Methodology / Methods ◦ Description of the way you got the information to write your report ◦ Answers the questions: �“How did I get this information? ” �“Where did I get this information? ” Business Communication (BUS-100) 02/03/2021 51

Business Report Format � 5. Methodology / Methods ◦ How did I get this information? �Surveys/Questionnaires – open & closed questions �Interviews �Focus groups �Case studies – positive and negative ◦ Where did I get this information? �Staff �Customers �General public Business Communication (BUS-100) 02/03/2021 52

Business Report Format � 6. Report Body ◦ The ‘meat’ of the report ◦ Contains all the important information, data, analysis and conclusions Business Communication (BUS-100) 02/03/2021 53

Business Report Format � 6. Report Body ◦ Three main sections: �Introduction (Beginning) �Main Body (Middle) �Conclusion (End) Business Communication (BUS-100) 02/03/2021 54

Business Report Format � 6. Report Body ◦ Introduction �Explains why the report is written and what will be in the main body ◦ This report will outline the sales figures for the second quarter of 2011 and explain reasons for these sales figures. Business Communication (BUS-100) 02/03/2021 55

Business Report Format � 6. Report Body ◦ Main Body �Contains all the important information, data, analysis etc. �The longest part of the report Business Communication (BUS-100) 02/03/2021 56

Business Report Format � 6. Report Body ◦ Conclusion �Summarises and concludes the report Business Communication (BUS-100) 02/03/2021 57

Business Report Format � 7. Recommendations ◦ Suggestions, solutions or recommendations for the audience to consider Business Communication (BUS-100) 02/03/2021 58

Business Report Format � 8. References / Bibliography ◦ Suggestions, solutions or recommendations for the audience to consider ◦ A list of the sources used to prepare the report �Includes: books, websites, articles, interviews, databases, videos etc. ◦ Should stick to one referencing format (we will use the Standard Harvard Referencing System) Business Communication (BUS-100) 02/03/2021 59

Business Report Format 1. 2. 3. 4. 5. 6. 7. 8. Title Page Table of Contents List of Figures Executive Summary Methods Report Body Recommendations References/Bibliography Business Communication (BUS-100) 02/03/2021 60

What the executive reads… Order in Report Section 1 Title Page 2 Table of Contents 3 List of Figures 4 Executive Summary 5 Methods 6 Introduction 7 Main Body 8 Order Written 8 Executive Reads Always Write all of these sections at the end N/A 7 Always 1 If interested in research 3 Sometimes 4 If interested in research Conclusion 5 If surprised 9 Recommendations 6 Always 10 Bibliography 2 (As you research) If report is weak in some area Business Communication (BUS-100) 02/03/2021 61

Conclusions � We have covered: ◦ Basic writing structure (sentences and paragraphs) ◦ Basic report structure (from the title to the references) ◦ What the course is about! � Outcomes: ◦ With a bit of practice you should be able to write more professionally and structure reports Business Communication (BUS-100) 02/03/2021 62

Tutorial � In the tutorial we will explore and practice basic writing skills Business Communication (BUS-100) 02/03/2021 63

Next Class � Communication Strategies Business Communication (BUS-100) 02/03/2021 64