Level 2 Diploma in Business Administration presentation Power
Level 2 Diploma in Business Administration • presentation Power. Point Communication in a business environment Handout 3: Written communication methods © 2014 City and Guilds of London Institute. All rights reserved. 1 of 11
Level 2 Diploma in Business Administration Letters • Formal method communicating information. • Clearly structured and well-presented – reflect image of organisation. • Standard conventions exist. • Must be accurate. © 2014 City and Guilds of London Institute. All rights reserved. 2 of 11
Level 2 Diploma in Business Administration Example letter © 2014 City and Guilds of London Institute. All rights reserved. 3 of 11
Level 2 Diploma in Business Administration Email • Fast and cheap – needs a connection to the Internet and an email address. • Allows files to be attached. • Messages can be saved (and attachments) in and out. • Only efficient mode of communication if Inbox checked regularly. © 2014 City and Guilds of London Institute. All rights reserved. 4 of 11
Level 2 Diploma in Business Administration email Advantages of email Disadvantages of email • Speed • Recipient may not pick up mail immediately • May be sent to many recipients • Documents may be attached • Cost effective • Allow both internal and external communication • Recipient does not have to be present to receive mail • Content may be hastily sent • Sensitive information may accidentally be forwarded • Risk of virus spread • Junk mail/spam • Confidential to receiver’s email account © 2014 City and Guilds of London Institute. All rights reserved. 5 of 11
Level 2 Diploma in Business Administration Email etiquette • Organisations usually monitor emails sent and received. • Check the person you are sending the email to is correct. • Placing all the text in capitals looks aggressive and is almost like SCREAMING at the recipient. • Always put the subject or topic in the subject box. • Never send confidential information by email. © 2014 City and Guilds of London Institute. All rights reserved. 6 of 11
Level 2 Diploma in Business Administration Memos • Memos are internal, usually formal, documents that are sent to one or more members of staff. • Some staff are direct recipients of the correspondence while some are copied in. • Used in large organisations with many departments, eg civil service. • Standard conventions exist. © 2014 City and Guilds of London Institute. All rights reserved. 7 of 11
Level 2 Diploma in Business Administration Facsimile – Fax • Standard conventions exist. • Usually a template or house style is used format. © 2014 City and Guilds of London Institute. All rights reserved. 8 of 11
Level 2 Diploma in Business Administration Text messaging • Increasingly, organisations are using text messaging as a form of communication with customers. • May be used to inform of promotions or to notify, for example, of delivery. • Such communications should be written in Standard English, not using the text abbreviations common in social use. © 2014 City and Guilds of London Institute. All rights reserved. 9 of 11
Level 2 Diploma in Business Administration Reports • Researched information. • Clear structure – introduction, main body, summary. • Main body contains the findings supported by the evidence. • Summary of recommendations. • References and sources of information. © 2014 City and Guilds of London Institute. All rights reserved. 10 of 11
Level 2 Diploma in Business Administration Report structure Title page The title of the report with the name of the person who wrote it and the date. Contents page Not necessary if the report is short; useful to list the paragraph headings and the pages on which they appear if report is long. Terms of reference Gives the background to the report – why it was written and what it is about, eg To report on filing equipment as requested by S Jones, Manager on (date). Procedures Explanation of the steps taken to gather the information. Findings Make sure your report progresses logically from one point to the next, with headings for each section. Conclusion Sum up the findings of the report. Recommendation On the basis of the information in Findings and Conclusions, make recommendations for action (or perhaps for no action). © 2014 City and Guilds of London Institute. All rights reserved. 11 of 11
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