A. Preparing a clear, understandable business message:
- Be concise and to the point: avoid being too vague, getting sidetracked, and over-elaborating
- Know your audience: be sure your message is written in a way your audience will understand
and can relate to
- Use appropriate channel: decide whether to convey your message over an email, phone call,
memo, blog, etc. based on the audience and the content of the message
- Avoid confusing language: explain terms and subjects which the intended audience may not
be familiar with
- Proofread: Fix any errors you find after reviewing the prepared message
B. SPOTLIGHT
- Be concise and to the point: avoid being too vague, getting sidetracked, and over-elaborating
- Know your audience: be sure your message is written in a way your audience will understand
and can relate to
- Use appropriate channel: decide whether to convey your message over an email, phone call,
memo, blog, etc. based on the audience and the content of the message
- Avoid confusing language: explain terms and subjects which the intended audience may not
be familiar with
- Proofread: Fix any errors you find after reviewing the prepared message
B. SPOTLIGHT
Elisa Joris is the head women's volleyball coach at Adrian College. As a head volleyball coach who is relatively young, Elisa has still been able to earn respect from her players, largely in part to her communication skills. One factor which produces effective communication is the ability to relate to ones audience; for Elisa she puts a lot of effort into understanding her players. The second factor which encourages effective communication for Elisa is her willingness to take responsibility for, and correct, mistakes. When a person is able to communicate to others when he or she has made a mistake, their audience is more likely to respect that person. Elisa does not settle for her current knowledge on communication, but continues to improve her communication skills with her players, which she says is a crucial element to successful communication.
C. FAQ's
When working in the business world, communication is a crucial element to all interactions that take place between individuals. From interns to company CEOs, it is important to be effective and professional in all communication. The follow frequently asked questions can be used to clear up some confusion you may have regarding communication problem
- When in the process of creating a message for co-workers, what is the best way to make sure your message is received and understood?
- Be clear and explain the objective of your message
- Identify your audience (co- workers or boss)
- Clarify specific objectives for the audience
- Choose the best channel for you audience to receive the message in a timely manner
- New letter
- Teleconference
- Posters
- Team meeting
- Notice boards
- Write an outline of the message you wish to send to your audience
- What they need to know
- What they want to know
- What is the most effective way to get your message across
- Monitor Effectiveness
- Request an receipt to make sure your audience received to the message
- Request a feedback letter
- How do I deliver the bad news of firing an employee?
- Plan ahead so that you send the right the message
- Stay focused
- Be clear with the message
- Be respectful
- Do not beat around the bush
- Have a plan that includes what you need to do
- Before
- During
- After
- How can I be sure to be assertive without being overly aggressive?
- Clearly identify the vision of your message
- Motivate others
- Eliminate tough decisions
- Reduce confusion
- Be specific have good judgment
- Be confident with your message
http://www.inc.com/articles/2000/04/18619.html <---For more info click here!
4. How can I increase my productivity at work?
You can increase your productivity at work by making sure you are communicating effectively. You can do this by focusing on the 7 C’s of communication:
a. Clear
b. Concise
c. Concrete
d. Correct
e. Coherent
f. Complete
g. Courteous
http://www.mindtools.com/pages/article/newCS_85.htm <---For more info click here!
- What can I do when I encounter and unhappy or upset customer?
- There are a few things that will help you when this situation arises:
- Adjust your mindset – think of things from the customers point of view
- Repeat their concerns
- Be empathetic and apologize
- Present a solution
- Take action and follow-up
- Use the feedback – to avoid this from occurring again in the futur
http://www.mindtools.com/pages/article/unhappy-customers.htm <---For more info click here!
- How can I ensure that the e-mail messages I send are clear and that others will respond in the way that I would like them to?
- Don’t underestimate the importance of the subject line. The subject line should tell the receiver what the message is about and will determine if they will read it or set it aside.
- Also including only one subject per e-mail can be helpful but if you need to include more than one be sure to use new paragraphs or bullets for each subject. You should also let the receiver know what kind of response you would like.
http://www.mindtools.com/CommSkll/EmailCommunication.htm <---For more info click here!
7. I am unable to get along with a coworker of mine and I feel it is affecting our ability to get work done in our group projects. How do I attempt to solve this issue?
a. Realize conflicts at work are inevitable: This way, you will be able to approach the problem in a more calm manner, and not overemphasize the extent of problem
b. Handle the conflict sooner rather than later: Don't let one issue create more problems, or build up emotions which can result in overreaction.
c. Ask your coworker: Ask for an explanation, or clarification so that you are able to see their side.
d. Use passive/appropriate language: Avoid coming off as too aggressive, and don't use emotionally charged words which can seem to place blame.
e. Get mediation: If you're unable to solve the issue on your own, use a third party such as a peer or your boss as someone who can provide an outside opinion on the matter so as to eliminate bias.
8. I am unfamiliar with sending out business related emails. What are some tips that can help me avoid common mistakes/errors?
a. Don't CC everyone in your workplace: Unless everyone needs to view the message, only send an email to the people who the message concerns.
b. Think before hitting send: Is your message appropriate? Did you include everything necessary?
c. Make sure you're using the proper communication method: Consider your audience and whether something like a phone call or a memo would be a better channel to use.
d. Use attachments: Avoid clutter and confusion by using attachments (documents, power points, etc) instead of writing lengthy paragraphs within the email body.
9. With so many communication outlets available, how do I determine the most effective channel of communication to use in different situations?
a. Recognize the level of formality the message requires: Certain outlets are less formal than others: text messages, internet chats, or phone calls.
b. Determine how quickly you need to get your message delievered: Phone calls and emails are more immediate, while memos and blogs can be used for future events.
c. Know your audience: Understand what your intended audience would prefer.
Click for more info!
a. Recognize the level of formality the message requires: Certain outlets are less formal than others: text messages, internet chats, or phone calls.
b. Determine how quickly you need to get your message delievered: Phone calls and emails are more immediate, while memos and blogs can be used for future events.
c. Know your audience: Understand what your intended audience would prefer.
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