Chapter 9 Business and Professional Writing The Importance

Chapter 9: Business and Professional Writing

The Importance of Written Communication Written communication is important for • Official documents • Policies, requests, and procedures • Proposals, employee terminations, and media relations • Achieve professional excellence Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 2

Striving for Written Communication Excellence Message Structure • Clear general purpose, thesis, and organization • Develop an outline first Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 3

Striving for Written Communication Excellence Message Clarity • Evaluate your audience • Consider details of your audience • Use specific language over general Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 4

Striving for Written Communication Excellence Message Presentation • Lasting visual element to written messages • Carelessness signals a careless employee • Avoid misspellings, typos, grammar errors • Use writing startup sheets Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 5

Types of Written Communication Business Letters • Addresses formal matters • Communicate with other departments/ businesses • When is a downsizing letter required? Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 6

Types of Written Communication Employee Reviews • Provide feedback to employees • Typically filed with personnel documents Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 7

Types of Written Communication Recommendation Letters • Document references for students/ professionals • Needed when organization requests one Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 8

Types of Written Communication Thank-You Letters • Express appreciation to coworkers/clients • Network notes reminders to potential employers Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 9

Types of Written Communication Memos • Short notes/updates of critical information • Communicate process directives, policies, procedures, changes Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 10

Types of Written Communication Proposals and Reports • Proposals • Workforce communication assessments • Reports • Planning Documents Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 11

Types of Written Communication Proactive Media Writings • Emphasizes an organization’s commitment to safety/compliance • Prepare for negative news Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 12

Types of Written Communication Email • Used for colleagues to communicate Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 13

KEYS to Excellence in Written Communication Know Yourself • Professional excellence electronic/ traditional writing Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 14

KEYS to Excellence in Written Communication Evaluate the Professional Context • Become more audience centered Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 15

KEYS to Excellence in Written Communication Your Communication Interaction • Make better choices when writing Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 16

KEYS to Excellence in Written Communication Step Back and Reflect • Realize how writing can be misunderstood Quintanilla, Business and Professional Communication: KEYS for Workplace Excellence 4 e SAGE Publishing, 2020 17