Importance Types And Principles Of Written Business Communication Training Ppt

Slide 1

This slide depicts a meme on the importance of written communication in the workspace.

Slide 2

This slide depicts the meaning of written communication in business communication. It emphasizes that written communication refers to the transmission of messages, orders, or instructions in writing via letters, circulars, manuals, reports, telegrams, office memos, bulletins, etc. It also states that effective business writing is distinguished by clarity of thought, conciseness, proper grammar and sentence structure, and simple language.

Slide 3

This slide illustrates the significance of written communication in business communication. The importance includes establishing clear principles, policies, procedures, and rules for the operation of an organization, beneficial in record-keeping, more specific and precise than verbal communication, Offers ready-to-use records and references, builds the organization’s image and reputation, and provides accurate records.

Instructor’s Notes:

Importance of Written Communication in Business Communication

• Written communication facilitates the establishment of clear principles, policies, procedures, and rules for the operation of an organization
• It is beneficial in situations where record keeping is required
• Written communication is more specific and precise than verbal communication
• It offers ready-to-use records and references
• An organization's image and reputation are developed and improved through effective written communication
• Legal defenses can rely on written communication because it provides accurate records

Slide 4

This slide depicts the types of business writing. The types include instructional, informational, persuasive, and transactional.

Instructor’s Notes:

Types of business writing

• Instructional - The instructional business writing is directional. It is used to guide the reader through the steps of completing a task. A user manual and a memo distributed to all employees outlining the method for completing a specific task in the future are examples of instructional business writing
• Informational - Informational business writing pertains to accurately and consistently record business information. It includes documents that are critical to the core functions of the business, such as tracking growth, outlining plans, and complying to legal obligations. For example - a company's financial statements
• Persuasive - Persuasive writing aims to convey information and to convince the reader to take a particular action. Such writing is commonly associated with marketing and sales. It includes proposals, bulk sales emails, and press releases, etc.
• Transactional - Transactional business writing encompasses day-to-day communication in the workplace. Most of this communication is done via email, but it also includes official letters, forms, and invoices

Slide 5

This slide illustrates information regarding the common types of business messages. The types of message in business communication are: informative, negative, and persuasive.

Slide 6

This slide illustrates the three Ps of business writing: purpose, person, and point. It emphasizes that the purpose is the most important of the Three Ps, as it establishes the intention, and that to engage a reader in understanding the message, the following three factors are required: Speak in the reader's language, respond to questions from the reader, and target the reader's "hot buttons." It also states that the point of the document should be stated as soon as possible while the reader is still paying attention (and before he or she deletes the email).

Slide 7

This slide depicts the principles of great writing in business communication. The principles of great writing includes logos, pathos, and ethos.

Instructor’s Notes:

The Principles of Great Writing

• Logos - Logos is where the facts come into play. Your audience will doubt the authenticity of your claims. The viewpoints you express in your writing must be supported by science, statistics, expert opinion, and other types of logic. For example: The data is perfectly accurate - despite market declines in other areas, this investment has consistently turned a profit year after year
• Pathos - it is the most effective way to capture your audience's attention. But be cautious. Too much pathos can make your audience feel emotionally manipulated or angry because they're looking for facts to back up any emotional claims a person makes. For example: No price can replace peace of mind. Our cutting-edge security systems will safeguard your family's safety, allowing you to sleep soundly at night
• Ethos - Ethos is what you do to illustrate to your audience that you can be relied on and that you are a reliable source of information. For example: Being a doctor, I can tell you that this course of treatment will most likely produce the best results

Slide 8

This slide illustrates the summary or key takeaways of basics of business writing training session.