Effective Communication Written Communication What is communication When

When would you need to read at work? n Learning about your company n

How can you improve your reading skills? n Increase your vocabulary n Put your

Improving Reading Skills, Cont. n Keep the ideas you are reading in the proper

Purposes for writing at work n Communicating policies and procedures n Communicating plans in

Workplace Writing n Memos n Business Letters n Reports n Emails n Messages

Characteristics of Effective Writing n Clear – Logically arranged, states purpose n Concise –

8 Steps to managing your writing 1. 2. 3. 4. 5. 6. 7. 8.

Preparing Effective Documents 1. 2. 3. 4. 5. 6. Determine your purpose Message –

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Effective Communication Written Communication

What is communication?

When would you need to read at work? n Learning about your company n Understanding instructions for office equipment, office policy, etc. n Following instructions on forms, i. e. how to fill out n Responding to inquiries from customers, co-workers, managers, etc.

How can you improve your reading skills? n Increase your vocabulary n Put your entire attention on what you are reading n Identify the purpose before you begin reading n Scan the document so you know what you will encounter as you read n Summarize as you move from one paragraph to the next

Improving Reading Skills, Cont. n Keep the ideas you are reading in the proper sequence n Draw a mental picture n Check yourself to see if you learned what you believe you should have n Reread

Purposes for writing at work n Communicating policies and procedures n Communicating plans in progress n Seeking or providing specific information n Sending messages to customers, coworkers n Following up oral discussions n Summarizing meetings

Workplace Writing n Memos n Business Letters n Reports n Emails n Messages

Characteristics of Effective Writing n Clear – Logically arranged, states purpose n Concise – Uses fewest and most direct words possible n Courteous – Conform to expected polite, considerate behavior of the business world n Complete – Provides all the information needed n Correct – Accurate and up-to-date

8 Steps to managing your writing 1. 2. 3. 4. 5. 6. 7. 8. Identify the reason Secure all the information required Compose a draft Review, make corrections Submit for approval, if required Prepare a revised copy Proofread carefully Sign and prepare the final communication

Preparing Effective Documents 1. 2. 3. 4. 5. 6. Determine your purpose Message – what points do you need to make? Reader-Focused - avoid using too many “I” and “we”. Use “you” and “your”. Tone – avoid using negative words, be courteous and helpful Audience Response – What action are you seeking?