PowerPoint Presentation

Presented by:Rasika Patil- 117;Bhavin Mehta- 90;Shailey Khare- 72; Tanusri Pardeshi- 108;Sonali Kadam- 63; Srushti More- 99;Mihir Labde- 81 EffectiveWritten Communication

How often do you communicate?ALL THE TIME!

7 Cs of Effective CommunicationLettersMemorandumE-MailsNoticeCirculars

7 Cs of Effective Communication

ClarityMinimize the ideas in each sentenceEasy for your reader to understandNo reading between the lines

ConcisenessEliminate wordy expressionsInclude only relevant materialAvoid unnecessary repetition

ConcretenessUse specific facts and figuresPut action in your verbsChoose vivid, image building words

CorrectnessGrammatic and spelling correctnessCorrect titles, names, dates, numbers etc.Speak the truth and be transparentError-free message, proof read it

CourtesyFriendly, open and honestUse expressions that show respectOmit expressions that hurtHelps to strengthen relations

ConsiderationOpen to clarification and questionsSimple and clear answersLook from receiver's point of view

CompletenessAll communication should be completeNo important information is left outAction oriented5 Ws and 1 H- Who, what, where, when, why and how

Hi Jeff,I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellent job of highlighting their progress. But this uses some of the time available for my team to highlight theirs. I'd really appreciate it if you could give my team a little extra time to cover their progress reports.Thanks so much, and please let me know if there's anything I can do for you!Regards,Phil

LETTERS

Business letter What is a business letter ?The purpose of business letter ?

It is written in a formal language

It is the senders representative to the receiver

It is permanent record and are confidential

To enquire

To persuade

To answer a query

to complain

To answer a complaint

To gather information

To inform

The effective business letter should ?

Command attention , get resultsEasy to read and comprehendHave right style and toneEmploy Cs of communicationKeep reader in mind / use correct languageAccurate , brief , clearLegible ,logically presented

The parts of business letter ?

Forms of layout ?Full Block formSemi block formModified block form

Memorandum

What is a Memo?Internal communicationA brief official noteUsed to assist memoryServes as a written recordVery direct and brief in natureUsed only for internal communication

Purposes A Memo ServesSeeking explanation from subordinatesGranting/withholding permission Confirming unrecorded decisions Issuing instructions Requesting helpCommunicating policy changes

Format Of A MemoHeadingTo (who gets it)From (who sent it)Subject (what its about)Date (when it was sent)CC (Carbon Copy)Body (conveys message)IntroductionMain pointsClose

Let Us Have A Look At An Example

MemoTo: John Smith, Department HeadFrom: Jane Summers, CEOSubject: New Creative StrategyDate: 17th October 2015CC: Lucy Wilde, Studio Head

It has come to my notice that the levels of creativity and project completion have dropped in comparison to our performance to this time last year. Therefore to ensure that the business gets back on track, I shall be holding a divisional meeting. The points under discussion would be as follows.Sticking to timescales and achieving all set deadlines Holding monthly, bi-annual and quarterly review sessions with all your teamsRevision and adjustment of current targets to face the challenges which the industry facesWe are optimistic that these measures when implemented will lead to grater future business and productivity and client satisfaction.Thank you for your cooperation and commitment to the project. Refer to memo number 211 for the dates, timing, expected attendees and venue of the said meeting.

E-MAIL

What is E-MailE-MailIt is One-to-Many and almost FreeWriting, the art of communicating thoughts to the mind through the eye, is the great invention of the worldenabling us to converse at all distances of time and space-Abraham Lincoln

Addressing

To: Cc: Bcc:GreetingUsing a name in the greetingIs a social nicetyDevelops rapport & connectionProfessional impression Mr. John

Parts of E-Mail

Mr. JohnJohnJohn Smith

Precise headline for the messageAvoid sending e-mail with No subject SubjectKeep the message focused and readableKeep it shortUse paragraphs Avoid fancy typefaces Message Text

Use an appropriate signatureInformative Provide all contact informationProfessional Do not include pictures, quotes, animations.Whenever a piece of contact information changes, make sure your signature updated accordingly. E-mail Signature

Cut and paste relevant partsUse URL links instead.Compress large attachmentsReplyTwo ways to reply:Maintain the threadCreate a new message2 Reply Buttons:Attachments

ReplyReply All

Aspects of Effective E-mail

NOTICE

What is Notice ?

Notice is formal written information, notification or warning about a fact or an invitation to the concerned person for attending the meeting.

SignatureProper timeTime date and placeUnconditionalAgendaConciseness

Essential elements of valid Notice

Format of notice

It should be Eye catchingPreciseConcreteattractive

CIRCULARS

CIRCULAR LETTERSCircular letter is one that is sent out to many people at the same time.

Circular letters may be sent for many reasons

CIRCULAR LETTERS

A circular letter is prepared once only

Names, addresses, individual salutations may be inserted after duplication

Give personal touch

Be brief

CIRCULAR LETTERSRemember the following rules:

Use Dear Mr. Kapoor instead of Dear Reader, Dear Subscriber or Dear Customer instead of Dear Sir or Madam.

Never use plural form of the salutation remember one recipient will read each individual letter.

Create impression of personal interest by using you never our customers, all customers, our clients, everyone.

CIRCULAR LETTERS Instead of- Our customers will appreciate- We are pleased to inform our clients /everyone will be interested to learn.

Say

- You will appreciate

- We are pleased to inform you

- You will interested be interested learn

CIRCULARS ANNOUNCING CHANGES IN BUSINESS ORGANISATIONChanges in a firm's business arrangements may be announced by circular letters. Establishment of new branchOpening of new businessExpansion of existing businessChange in Business partnershipsDeath of a colleague

Establishment of a New BranchDear

Owing to the large increase in the volume of our trade with India, we have decided to open a branch in Mumbai. Mr. Rohit Kapoor has been appointed as manager.

Although we hope we have provided you with an efficient service in the past, this new Branch in country will result in your orders and enquiries being dealt with more promptly.

This new branch will open on 1st November and from that date all orders and enquiries should be sent to Mr. Rohit Kapoor, ManagerTyler & Co LtdOne BKCBandra EastMumbai - 400050Tel: (022)26-212421Fax: (022)26-212422

We take this opportunity to express our thanks for your custom in the past.We hope these new arrangements will lead to even higher standards in the service we provide.

Yours sincerely

CIRCULARS ANNOUNCING CHANGES IN BUSINESS PARTNERSHIPS Change in the membership of partnership

Put the correct signature

Retirement of a partner Dear

We regret to inform you that our senior partner, Mr. Harold West, has decided to retire on 31 October due to recent extended ill-health.

The withdrawal of Mr. West's capital will be made good by contributions from the remaining partners, and the value of the firm's capital will therefore remain unchanged. We will continue to trade under the name of West, Webb & Co, and there will be no change in policy.

We trust that the confidence you have shown in our company in the past will continue and that we may rely on your continued custom. We shall certainly do everything possible to ensure that our present standards of service are maintained.

Yours sincerelyWest, Webb & Co.

INTERNAL CIRCULARS TO STAFF

Many circulars are written to staff regarding various matters concerning :

The general running of businessSafety and SecurityAdministrative matters

Announcement about new working hoursNEW WORKING HOURSWith effect from 1 November 2015 working hours will beamended to 0930 to 1730 Monday to Friday instead of present working hours of 0900 to 1700.

I hope you will find these new hours convenient. If you anticipateexperiencing any difficulties please let me know before 28 October.

Head, Administration

CIRCULARS WITH REPLY FORMS Tear-off slip

The important points to remember with such reply sections are:

Always begin with 'Please return by (date) to (Name)Mention to whom the form should be returned:Internal forms - name/title only External forms - name/title/company name and address Use double spacing Leave sufficient space Use continuous dots Use options/boxes where appropriateEnsure the form contains everything you need to know

EXAMPLE OF TEAR-OFF SLIP10TH ANNIVERSARY CELEBRATIONOmega International is celebrating its 10th year of providing quality communications equipment. Approximately 50 representatives from Omega clients are expected to attend a special 10th Anniversary Celebration on Tuesday 10 November 2015.

The directors have decided to invite all employees who have been with Omega for at least 5 years to attend this special function. I am pleased to extend to you invitation to join us at Omegas 10th Anniversary Celebration. Cocktails and a buffet supper will be provided.

This special function will take place from 1800 to 2300 hours at The Mandarin Suite, Oriental Hotel, West Street, London.

Please let me know whether you will be attending by returning the tear-off portion before 31 October.

EXAMPLE OF TEAR-OFF SLIPcut here.....Please return to Mrs. Judy Brown, Administration Manager, before 31 October10th Anniversary CelebrationI shall/shall not* be attending the 10th Anniversary celebration on Tuesday 10 November.

Name ..........................................................................

Designation/Department....................................................................................

Signature ....................................................................................

Date .........................................

*Please delete as applicable.

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