ch4 Business Communication Skills

Learning Objectives

Objective 1: Aspects of Sensitivity to Audience Needs

• The "You" Attitude:

  • Focus on the audience’s wishes, interests, hopes, and preferences instead of your own.

• Good Etiquette:

  • Respect for the audience helps create a positive communication environment by minimizing negative reactions.

• Understanding Delivery:

  • Recognize the difference between delivering negative news and being negative.

• Avoiding Biased Language:

  • Use language that is fair and ethical, avoiding stereotypes related to gender, race, ethnicity, age, disability, or other characteristics.

Objective 2: Characteristics of Credibility

• Seven Characteristics to Build Credibility:

  • Honesty: Essential for trustworthiness.

  • Objectivity: Present balanced views to enhance credibility.

  • Awareness of Audience Needs: Tailor messages to your audience's needs.

  • Credentials, Knowledge, and Expertise: Demonstrate qualifications to support your message.

  • Endorsements: Support from credible sources enhances your authority.

  • Performance: Proven track record can bolster trust.

  • Sincerity: Genuine communication fosters connection and trust.

Objective 3: Achieving a Conversational Yet Businesslike Tone

• Tips for Tone:

  • Avoid outdated and grandiose language.

  • Steer clear of preaching and bragging.

  • Use caution with intimacy and humor.

• Plain Language:

  • Present information in a straightforward manner that is easy for the audience to understand, showing respect and maintaining the "you" attitude.

• Voice:

  • Active Voice: Subject performs the action; makes writing concise and direct.

  • Passive Voice: Subject receives the action; often less direct.

Objective 4: Effective Word Selection

• Careful Word Choices:

  • Balance abstract terms with concrete words to enhance clarity.

  • Opt for powerful and familiar words.

  • Avoid clichés and use buzzwords or jargon cautiously to prevent misunderstanding.

Objective 5: Types of Sentences and Their Emphasis

• Four Sentence Types:

  • Simple Sentence: Contains one main clause.

  • Compound Sentence: Contains two main clauses.

  • Complex Sentence: Contains one main and one subordinate clause.

  • Compound-Complex Sentence: Contains two main clauses and at least one dependent clause.

• Emphasizing Points:

  • Use more words for emphasis.

  • Make the point the subject of the sentence.

  • Position it at the beginning or end of the sentence for additional emphasis.

Objective 6: Elements and Coherence of Paragraphs

• Three Key Elements of a Paragraph:

  • Topic Sentence: Identifies the subject of the paragraph.

  • Support Sentences: Develop the topic with examples and evidence.

  • Transitional Words/Phrases: Connect ideas and help with flow.

• Five Ways to Develop Coherent Paragraphs:

  • Illustration: Provide examples that clarify the topic.

  • Comparison or Contrast: Highlight similarities or differences.

  • Cause and Effect: Explain the relationship between events or ideas.

  • Classification: Organize information into categories.

  • Problem and Solution: Present an issue and propose a resolution.

Objective 7: Writing for Mobile Readers

• Techniques for Mobile Messaging:

  • Use a linear structure for easy navigation.

  • Prioritize and present the most important information first.

  • Write short, focused messages to hold attention.

  • Keep subject lines and headings brief.

  • Use short paragraphs for better readability on small screens.