lecturer: gareth jones class 1: introduction, basic writing skills & reports

Lecturer: Lecturer: Gareth JonesGareth JonesClass 1: Class 1: Introduction, Basic Writing Skills & ReportsIntroduction, Basic Writing Skills & Reports

Lecturer: Gareth Jones Email: [email protected]

21/04/23 2Business Communication (BUS-100)

“Guide to Managerial Communication” by Mary Munter

“Excellence in Business Communication” by J.V. Thill & C.L. Bovée”

Additional reading & assignments may be posted online at:

◦http://www.uwcentre.ac.cn/haut/


Pay attention in class No cheating (I will know) Ask questions if you don’t understand anything It’s important you work hard in the tutorials- it’ll make the

exam, assignment and presentation easier for you It’s an English language module- the instruction

language and assessed language is ENGLISH

21/04/23Business Communication (BUS-100) 4

This course is comprised of two modules:◦BUS-102 Practical Business Communication

Focus on writing reports and presentation skills with an assessed presentation and assessed piece of coursework

◦BUS-101 Written Business Communication In addition to the content covered in BUS-102 the addition of

communication skills, careers and practical business knowledge with one written examination


You will be given an assignment to complete in groups of 4 or 5, the selection of which will be beyond your control

The assignment will be based on writing a report on a topic given on Thursday September 1st

You will learn the skills required to complete this assignment in classes 1 – 4

There is no ‘right’ answer to this assignment!


You will give a group presentation on an aspect of your written assignment in the same groups as that assignment

You will acquire the skills needed to complete this assignment in classes 7 - 9


In order to pass the course, you must attain 40% The British grading system is roughly:◦1st Class >= 70%◦2:1 >= 60% < 70%◦2:2 >= 50% < 60%◦Third >= 40% < 50%◦Fail = below 40%

Note: Most people get 2:1’s and 2:2’s


By the end of this module you should be able to:◦Plan and write effectively◦Be able to take notes more effectively◦Research and reference your work in the right way◦Format letters, memos and emails in the correct way◦Write a good CV and cover letter◦Understand new media business communication


By the end of this module you should be able to:◦Give an impressive interview◦Give an effective business presentation◦Understand business etiquette & teams◦Understand business between different cultures◦Run a meeting

In short, understand how to communicate better through any medium!


Paraphrasing


Source Information

Knowledge

Absorb sourceinformation

Process informationin your ownway

Paraphrasing◦ your own version of essential information and ideas

expressed by someone else, presented in a new form.◦ a more detailed restatement than a summary, which

focuses concisely on a single main idea.


Sentence Structure Paragraphs Business Reports


What is a sentence? What is a paragraph?


A sentence is a group of words expressing a complete thought

A sentence should contain one clause (subject and a predicate)

4 types of sentences:◦Simple◦Compound◦Complex◦Complex-compound


1 clause “Company profits decreased this year”


The subject is the person or thing about which something is said.

The subject is usually a noun or pronoun.


The predicate is everything that is said about the subject.

The predicate always contains a verb.


Subject:Predicate:◦Cat is fat!


2 or more clauses that express two or more independent but related thoughts of equal importance

Usually with and, but or or “Profits have decreased by 10%, and employ turnover

has been high”


One main clause and one or more independent clauses related to it

The subordinate thought could not stand alone “Although his performances this year have been

disappointing, you can’t deny that he’s been trying his best”


2 main clauses, one of which must have a subordinate clause

“Company profits have decreased again this year, and although his performances have been disappointing you must admit that he has tried his best”


Use a combination of sentence structures in your writing Use sentence style to emphasise key thoughts Don’t try to overcomplicated things Be succinct


Organise sentences related to the same topic Unit of thought structured through sentences in the

paragraph Contains a topic sentence, support sentence and

transitional words and phrases


Sentence that introduces the topic In business often the first sentence Introduced the subject allowing it to be developed “The team has been in difficulty since the start of the

season”


Support the topic sentence Must have a bearing on the general subject Provide enough details to make the topic clear “The team has been in difficulty since the start of the

season. Since 2007 a number of media reports have suggested all was not well behind the scenes. The coaching staff have been accused of in-fighting, and there have been suggestions that a number of key players intend to leave. ”


Helps paragraphs to be arranged in a logical order Words or phrases that tie ideas together◦Connecting words: and, but, however◦Echo words from previous sentences◦Use pro-nouns that have referred to nouns previously◦Use frequently paired words


Additional details: moreover, furthermore, besides Casual relationships: therefore, because, accordingly Comparison: similarly, likewise, in comparison Contrast: yet, conversely, however Condition: although, if


Illustration: for example, in particular, in this case Time sequence: after, when, sometimes Intensification: indeed, in fact Summary: to sum up, to conclude, in brief Repetition: that is, in other words


Illustration Comparison or contrast Cause and effect Classification Problem and solution


Giving examples “Sales have increased by 5% this year to £10’000’000

per annum, despite the gloomy economic forecasts”


Using similarities or differences to develop the topic “Based on the fact sales in the Northern region

decreased after the launch of the new marketing campaign, we should not pursue the same campaign”


Focus on reasons for something “The managerial problems and disputes between players

could be attributed to the fact that results have been poor since 2007”


General idea broken into categories “We can roughly divide the players in our team into

several categories. Firstly, players from within our own academy system. Secondly, player’s we’ve brought in from the other local academies. Thirdly, players we’ve brought in from within the country. Finally, players we’ve brought in internationally.”


Presenting a problem and discussing the solution “Managing star players has been very difficult for our

team with all the media pressure. However, by offering extra support to star players and encouraging camaraderie with their team mates, some of this pressure can be taken off the players and therefore the team as a whole.”


Paragraphs are used to organise sentences with the same topic

Paragraphs contain a topic sentence, support sentence and transitional words and phrases

Using different types of paragraphs based on your audience is a good idea

A combination of types of paragraphs is usually a good idea in any context


Whether your writing in a business, or another context, what you are doing will usually have a beginning, middle and end

Try to make what you do focused and well planned◦Know what you are writing about before you start

We will revisit writing skills later in the course, now onto business specific writing…


The backbone of business communication This report presents information to assist in business

decision making Any large decision a company makes must be preceded

by a formal Business Report


Examples:◦Hire a new employee◦Begin a new project◦Purchase new equipment◦Start a new advertising campaign◦Fire an employee◦Analyse a merger


All of the previous examples must begin with a business report

So, how do we format these reports?◦Every company has their own report format◦Most report formats follow a general trend…


1. Title Page2. Table of Contents3. List of Figures4. Executive Summary5. Methods6. Report Body7. Recommendations8. References/Bibliography


1. Title Page◦Must include:

◦ Title of the Report◦Author◦Date (Finished or Submitted)


2. Table of Contents◦Must include:

◦A list of the sections of the report with page numbers Name of each section Number page starts on


3. List of Figures◦Must include:

◦ The name of every figure, graph, chart etc. that is in the report

◦ The page number each figure is on


4. Executive Summary◦Must include:

◦ The most important parts (key points) of the report Helps the reader to understand the report by only reading a

short part of it


4. Executive Summary◦How long should it be?

◦ Less than 1/10th the length of the body◦E.g:◦Body 30 pages◦Executive Summary 3 pages


4. Executive Summary◦ What is it?

For your assignment: Think of it as one or two paragraphs (4-7 sentences each)◦Must have:

Topic Sentence (Beginning) 3-5 Body Sentences (Middle) Concluding sentence (End)


5. Methodology / Methods◦Description of the way you got the information to write

your report

◦Answers the questions: “How did I get this information?” “Where did I get this information?”


5. Methodology / Methods◦ How did I get this information?

Surveys/Questionnaires – open & closed questions Interviews Focus groups Case studies – positive and negative

◦ Where did I get this information? Staff Customers General public


6. Report Body◦The ‘meat’ of the report◦Contains all the important information, data, analysis

and conclusions


6. Report Body◦Three main sections:

Introduction (Beginning) Main Body (Middle) Conclusion (End)


6. Report Body◦ Introduction

Explains why the report is written and what will be in the main body


6. Report Body◦Main Body

Contains all the important information, data, analysis etc. The longest part of the report


6. Report Body◦Conclusion

Summarises and concludes the report


7. Recommendations◦Suggestions, solutions or recommendations for the

audience to consider


8. References / Bibliography◦Suggestions, solutions or recommendations for the

audience to consider◦A list of the sources used to prepare the report

Includes: books, websites, articles, interviews, databases, videos etc.

◦Should stick to one referencing format (we will use the Standard Harvard Referencing System)


1. Title Page2. Table of Contents3. List of Figures4. Executive Summary5. Methods6. Report Body7. Recommendations8. References/Bibliography


We have covered:◦Basic writing structure (sentences and paragraphs)◦Basic report structure (from the title to the references)◦What the course is about!

Outcomes:◦With a bit of practice you should be able to write more

professionally and structure reports


In the tutorial we will explore and practice basic writing skills


The writing process


lecturer: gareth jones class 1: introduction, basic writing skills & reports

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