chapters 4-6 notes CMN

Business Communication for Success Notes

Publisher Information

  • Title: Business Communication for Success

  • Author: [Author removed at request of original publisher]

  • Edition: Adapted from a work originally produced in 2010

  • Publisher: UNIVERSITY OF MINNESOTA LIBRARIES

  • Publication Year: 2015

  • Location: Minneapolis, MN

  • License: Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License

Chapter 4: Effective Business Writing

Overview and Importance of Writing

  • Quotes from notable figures:

    • Jean-Jacques Rousseau: "However great…natural talent may be, the art of writing cannot be learned all at once."

    • William Faulkner: "Read, read, read…Just like a carpenter who works as an apprentice and studies the master."

    • Doris Lessing: "You only learn to be a better writer by actually writing."

Getting Started
Introductory Exercises

  1. Write three words that describe your success in writing.

  2. List words associated with writing; compare with classmates.

  3. Describe your writing experience and include a link to something you enjoy reading.

Importance of Written Communication

  • Business phrase: "Get it in writing" is intended to prevent misunderstandings based on verbal agreements.

  • Example: Case of an airline customer, Mike, involved in a misunderstanding over voucher value due to lack of a written agreement.

  • Key takeaways:

    • Written communication’s effectiveness depends on the writer’s knowledge and ability to engage the audience.

Focus of the Chapter

  • Discussions on:

    • Symbols, design, font, timing, and nonverbal cues in writing.

    • Effective communication of thoughts and ideas through writing that is clear, concise, and efficient.

4.3 Good Writing

Learning Objectives

  1. Identify six basic qualities that characterize good business writing.

  2. Explain rhetorical elements and strategies contributing to good writing.

Key Characteristics of Good Writing

  1. Follows the rules:

    • Rules are influenced by audience expectations, industry standards, and educational background.

    • Common sense and reader understanding are vital.

  2. Easy to Read:

    • Not equated with 'dumbed down' or simplistic writing.

    • Importance of using familiar terms for the target audience; balance usage of industry-specific terminology based on audience literacy.

    • Use of dynamic verbs and examples that facilitate understanding.

  3. Interest/Engagement:

    • Writers should captivate readers’ interest immediately.

    • Opening with benefits to the reader (“what’s in it for me”) increases engagement.

  4. Meeting Reader Expectations:

    • Understanding of the specific reader’s expectations and adapting writing style accordingly.

  5. Clear and Concise:

    • Clarity and conciseness minimize errors in communication.

    • Fidelity in communication aims for complete understanding with few misunderstandings.

  6. Efficiency:

    • Understanding writing goals to avoid rewrites under tight deadlines.

    • Mental templating based on similar documents aids efficiency.

  7. Effectiveness:

    • Effective writing achieves its purpose, whether to inform, persuade, or instruct.

    • Collaboration between writer and reader is essential for clarity and success.

4.4 Style in Written Communication

Learning Objectives

  1. Describe three styles of writing.

  2. Demonstrate use of colloquial, casual, and formal writing through example documents.

Styles of Writing:
1. Colloquial Writing

  • Informal and conversational, often with slang and regional expressions.

  • Example: Differences in local terminology (e.g., "Coke" vs. "soda").

  • Generally unsuitable for business contexts except in specific casual scenarios.

2. Casual Writing

  • Everyday language used among familiar groups.

  • E.g., family conversations that differ from professional exchanges.

  • Rarely appropriate in business writing; professional tone preferred.

3. Formal Writing

  • Focuses on professional expression, adhering to roles and protocol.

  • Employs sophisticated vocabulary and complex syntax.

  • Required when conveying company information to external parties.

Key Takeaway

  • Choosing the right style (colloquial, casual, formal) depends on audience and situation.

4.6 Overcoming Barriers to Effective Written Communication

Learning Objectives

  1. Identify common barriers to written communication and strategies to overcome them.

Importance of Effective Writing

  • Effective communication is critical for success in any career.

  • Poor writing can damage relationships and organizational reputation.

  • Skillful writing engenders trust and satisfaction among clients and internal teams.

Barriers to Effective Communication

  1. Attention to Detail:

    • Example of a poorly written email upset a professor due to lack of professionalism (e.g., lowercase “i,” lazy syntax).

  2. Target Meaning Misunderstanding:

    • Example from Jerry Sullivan’s article about miscommunication between Japanese and American managers underscores importance of clarity.

    • Avoid cultural or contextual misunderstandings by requesting feedback and addressing potential biases.

  3. Nonverbal Aspects:

    • Elements like format, font choice, and the medium of communication (e.g., email vs. letter) influence message perception.

Key Strategies for Improvement

  • Focus on details, review nonverbal communication cues, and regularly revise work.

Chapter Resources

  • Business Magazines and Web Resources:

    • AllYouCanRead.com: Top ten business magazines.

    • Wall Street Executive Library: Comprehensive menu of business websites.

  • Online Writing Resources:

    • Toolkit.com: Sample business documents for multiple categories.

  • Online Articles and Research:

    • Writer’s Digest blog on writing queries and article ideas.

(below this point would be continued notes taken from the provided transcript relevant to subsequent chapters or sections)