Fundamentals of Business Communication - Written Communication Review

Introduction to Written Communication

• Module Outcomes Related to Topic 2:
  • Outcome 1: Demonstrate an understanding of the key elements of effective written and digital communication.
  • Outcome 3: Communicate effectively via different media in a business context.
• The Purpose of Written Communication: One of the most important purposes of written communication is the sharing of information.
• The Food Analogy for Information Consumption: To understand written communication, it can be compared to eating food. The process of consuming knowledge is similar to eating and digesting a meal.
  • Large Meals vs. Small Snacks: Consumer habits range from enjoying large meals (represented by large texts and a high volume of information) to small snacks (represented by instant or short messages).
  • Lengthy Texts: These are consumed like heavy meals to help process complex ideas.
  • Tiny Chunks: These are small snacks of knowledge that provide instant gratification and insights.
  • The Role of the Writer (The Chef): The function of written communication is similar to a chef preparing a balanced meal designed to appeal to many different appetites.
  • Core Value: Whether it is a "substantial intellectual buffet" or "intellectual finger snacks," sharing information is a beneficial and rewarding activity similar to sharing food.
• Key Areas of Knowledge in Topic 2:
  1. Writing basic paragraphs.
  2. Language styles and tone.
  3. Writing professional emails, memos, and reports.
  4. Organizing and presenting information clearly and concisely.

Writing Basic Paragraphs

• Definition of a Paragraph: A set of ordered sentences that are all related to a particular topic or theme (Daniels, et al., 2020).
• Criteria for Writing a Paragraph:
  • Each new paragraph must begin on a new line.
  • A paragraph must deal with only one topic.
  • It must contain a topic sentence.
  • The topic sentence must be followed by supporting ideas contained within supporting sentences.
  • It must contain a concluding sentence.
• The Paragraph Hamburger Analogy: This model (Andres, 2017) helps writers remember the ingredients and directions for an effective paragraph:
  • Top Side of the Sesame Seed Bun: Represents the topic sentence.
  • The Sauce: Represents Supporting Sentence 1.
  • The Garnish (e.g., cheese): Represents Supporting Sentence 2.
  • The Patty: Represents Supporting Sentence 3.
  • The Bottom Side of the Bun: Represents the concluding sentence.

Analysis of a Sample Paragraph: "Unlocking Vitality: The Power of Regular Exercise"

• Verbatim Text of Example (Adapted from Friedman, 2014):
  • (1) In the hustle and bustle of modern life, one often-overlooked key to wellness lies in something simple yet transformative: regular exercise.
  • (2) The undeniable link between a healthy lifestyle and consistent physical activity cannot be overstated.
  • (3) From invigorating the body to uplifting the mind, the benefits of exercise are multifaceted and profound. Engaging in a well-rounded fitness routine brings forth a cascade of advantages.
  • (4) Firstly, it fortifies the cardiovascular system, tones muscles and enhances flexibility, culminating in a heightened level of overall fitness.
  • (5) Furthermore, exercise is a potent ally in the battle against excess weight, as it not only torches calories but also supercharges metabolism.
  • (6) By curbing the threat of chronic ailments like diabetes, hypertension and obesity, exercise emerges as a shield safeguarding longevity and vitality. In a world that often keeps us desk-bound, let us not underestimate the potency of movement.
  • (7) In essence, integrating regular exercise into our lives is not just a choice - it's a commitment to embracing health and embracing life.
• Structural Breakdown of the Example:
  • Note 1: Topic Sentence: Introduces the central theme: the relationship between maintaining excellent health and routine exercise. It prepares the reader for the explanation of the value of exercise in modern life.
  • Notes 2 & 3: Supporting Sentences: These link to the topic sentence and build on its information. They explain positive impacts on the body and emphasize the benefits of a complete fitness regimen.
  • Notes 4 & 5: Supporting Sentences: These link to previous supporting sentences by highlighting further benefits, specifically weight management.
  • Note 6: Supporting Sentence: Links previous supporting sentences to the concluding sentence. It concludes the argument regarding the prevention of chronic conditions.
  • Note 7: Concluding Sentence: Concludes the discussion and links back to the main idea of the topic sentence, highlighting the importance of fitness in daily life.

How to Write Effective Paragraphs

• Step 1: Start with a Strong Topic Sentence: The sentence must be clear, concise, interesting, and specific.
  • Example: "Enrolling for a degree takes diligence and discipline to complete." This informs the reader the paragraph is about studying for a degree and the difficulties associated with it.
• Step 2: Support with Evidence: Use facts, examples, statistics, or expert opinions to back up the topic sentence.
• Step 3: Organize Thoughts Logically: Arranging supporting sentences can be done in several ways:
  • Starting with the most important point/argument.
  • Ordering evidence chronologically.
  • Ordering by relevance.
• Step 4: Use Clear and Concise Language: Technical terms that the audience may not understand should be avoided.
• Step 5: Proofread Carefully: Check for errors in grammar, spelling, or punctuation before submission.

Language Styles and Tone

• Defining Tone: The writer's attitude toward the reader and the subject of the message (Cleary, 2015). It is portrayed through word choice, phrase construction, and punctuation.
• Summary of Tone Types:
  • Formal: Used for most business writing (reports, proposals, letters). It exhibits objective attitudes and a formal register.
    • Example: "In accordance with the company's established guidelines, I hereby submit my formal request for an extension of the project deadline."
  • Informal: Personal tone suitable for emails or memos when communicating with people known well.
    • Example: "Hey, could you let me know if you're up for grabbing some coffee later?"
  • Positive: Conveys an optimistic mood; used in advertising, sales, or inspirational emails.
    • Example: "Your dedication and hard work have greatly contributed to the team's success and your positive attitude continues to inspire those around you."
  • Negative: Conveys discontent or disappointment. Rarely used in business but appropriate for declining requests or delivering unfavorable news.
    • Example: "Despite repeated reminders, the project's progress has been disappointingly slow and the lack of attention to detail is causing significant setbacks."
• Defining Language Style: A technique of using language typical of a specific demographic, situation, or goal. It is influenced by the level of formality, the speaker-listener dynamic, and the text genre (Daniels, et al., 2020).
• Recommended Resource: TED Talk "The Power of Written Communication in a Technological Age" by Ashley Davis.

Writing Professional Emails, Memorandums, and Reports

Emails

• Definition: A digital communication environment used to inform, persuade, or enquire about specific information for one or more recipients.
• Professional Standard: Emails are the final products of a writing process and must be error-free. Mistakes leave a negative impression on the reader regarding the writer or the organization.
• Guidelines for Effectiveness:
  • Plan Visually: Think about the desired outcome and keep the message organized.
  • Keep it Short and Simple: Avoid long emails and emotive language, as people in stressful environments often do not read lengthy messages.
  • Follow a Structure:
    1. Greeting (respectful salutations).
    2. Courtesy line (wishing the recipient well).
    3. Short paragraph (approx. two sentences) stating the reason for the email.
    4. Optional detail paragraph.
    5. Concluding line (request for action or complimentary close).
    6. Regards and email signature.
  • Include All Facts: Provide numbers, dates, names, and places to prevent unnecessary "back and forth" communication.
  • Clear Subject Lines: Avoid vague subjects like "Help please"; provide a clear idea of the content.
  • Style and Tone: Adjust based on the recipient's relationship and the subject matter.
• Technical Terms: CC (Carbon Copy) and BCC (Blind Carbon Copy).

Memorandums (Memos)

• Definition: An internal message within an organization primarily containing information or instructions (Cleary, 2015).
• Characteristics:
  • Written in a formal or consultative register.
  • Often attached to an email rather than being the email itself.
  • Functionally like a shorter, more concise business letter in digital format.
• Common Uses: Congratulating employees on promotions, informing staff of office incidents, or infrastructure issues.
• Comparison: Email vs. Memo:
  • Formality: Memos are generally more formal than emails.
  • Audience: Memos are strictly internal; emails are used for both internal and external communication.
  • Design: Memos usually include company names and logos but exclude complimentary closes.

Activity Scenario: Team-Building Event

• Task: Organise a team-building event for a department.
• Event Details:
  • Date: Friday, October 15th, 2024.
  • Time: $2:00\,PM$ to $5:00\,PM$.
  • Location: Company's conference room.
  • Theme: "Collaboration and Communication" including games and activities.
  • Attendance: Mandatory for all departments.
  • Refreshments: Light refreshments provided.
  • Attire: Casual.

Business Reports

• Definition: A formal document offering details on a specific subject to present findings, offer suggestions, or address issues (Fielding & Du Plooy-Cilliers, 2014).
• Purposes of Reports:
  • To provide information about a specific topic.
  • To make recommendations.
  • To solve a problem.
  • To justify a decision.
  • To track progress.
  • To comply with regulations.
• Types of Reports and Key Aspects:
  • Informative Report: Records data about an activity/plan for internal use. Requires data collection from various departments (HR, finance, etc.).
  • Situational Report: Provides a factual account of a situation using the 5 Ws (Who, What, Where, When, Why) and How.
  • Periodic Report: Created at regular intervals to inform about metrics, trend analyses, and continuous updates.
  • Investigative Report: Explores a premise and methodology to find answers; results in findings and conclusions.
  • Compliance Report: Evidence that an organization meets specific standards/requirements.
  • Accident Report: Records specifics of an accident for legal/future reference; includes a preventative action plan.
  • Feasibility Report: Determines cost and value potential of a project; includes market research and projected income statements.
  • Progress Report: Monitors ongoing tasks; tracks work completed, money spent, and changes in risk.
  • Feedback Report: Evaluates performance of employees or processes; includes competency lists and recommendations.

Organizing and Presenting Information Clearly

• The 5 W Questions and How:
  • Who: Distinguishes important participants.
  • What: Outlines the topic or required action.
  • Where and When: Provide context regarding place and timescale (important for scheduling).
  • Why: Investigates reasoning, motivation, and underlying goals.
  • How: Describes the strategy or road map for carrying out an activity.
• Steps to Organize Information (Cleary, 2014):
  1. Think about the topic (What) and the audience (Who). Identify the purpose (What).
  2. Gather information (What) via research (How) through internet, interviews, or evidence (Where).
  3. Logically plan the structure (outline or mind map).
  4. Write in a clear and concise style.
  5. Draft, revise, and edit. Proofread for grammar and punctuation.
  6. Perform a final check for formality and clarity.