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Lecture

Study Guide Week 1-Introduction to Business Communication


Department
Management (MGT)
Course Code
MGTA35H3
Professor
Hugh Mac Donald

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1
WEEK 1
Module 1 ± introduction to business communication
-we communicate most successfully when we
1) take the time to consider what outcomes we want
2) adapt or msg content, tone and style to meet the needs of our audience, so we can achieve those
outcomes
- successful communication includes elements of persuasion
How is business communication different
- business relies on clear, concise meaning exchange to get the job done
- demands are increasing for workers who can understand the info generated by computer systems,
apply models to problems, deal effectively with customers and other members of a team , speak and
write clearly, and make informed and independent judgements
What does business communication accomplish
-managers have 3 jobs: collect and convey info, make decisions, and to promote interpersonal unity
internal audiences: other ppl in the same organizations, subordinates, peers, superiors
external audience: ppl outside the organization, customers, suppliers, unions, stockholders,
potential employees, gov agencies, the press, and the public
What communications skills are integral to business success
- knowledge workers rely on their listening, speaking, interpersonal and writing skills to get job done
- listening, speaking, and working in groups are integral to doing business successfully
grapevine: an informal source of organizational info
- primary purpose of business msg is to build goodwill with the reader : to create a positive image of
yourself and your organization, so readers will want to d business with you
- tech innovations require workers to exhibit increasingly sophisticated listening critical and creative
thinking writing, reading and speaking skills
form letter: a prewritten fill in tehe blnak letter designed to fit standard situations
Æ only cover routine situations
4 claims [read]
How much correspondence cost
cycling process increases the cost of correspondence
- ZKHQZULWLQJLVQ¶WFOHDUFRPSOHWHDQGFRUUHFW\RXDQGRUJDQL]DWLRQSD\LQZDVWHGWLPHHIIRUWDQG
lost goodwill
poor writing:
- takes more time to read and interpret
- need more time for revisions
- confuses and irritates readers
- delays action while the reader requests for more info, or tries to figure out its meaning
- communication yields a 235 percent return on investment
www.notesolution.com

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2
What makes a msg effective
- successful business correspondence builds goodwill by focusing on the reader
1) msg is clear, the writer chooses the facts, and the organization and the language to convey those
facts, that enable the reader to get the meaning that the writer intended
2) the msg is concise, writer conveys max meaning using a few words as possible
3) msg is comprehensive: style organization, and visual impact of the msg help the reader to read,
understand and act
4) complete: the reader has enough information to evaluate the msg and act on it
5) correct : the info in the msg is accurate and is free of errors in punctuation ,k spelling, grammar,
word order, and sentence structure
Benefits of becoming a better writer
1) saves time
2) saves money
3) saves energy
4) it builds good will
How should I begin to analyse business communication situations
1) what is the point
2) what is my purpose
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4) where will the communication happen
5) when will the communication happen
6) what is the best way
PAIBOC QUESTIONS
1) purpose
2) audience
3) information
4) benefits
5) objectives
6) context
MODULE 2 ± ADAPTING YOUR MESSAGE TO YOUR AUDIENCE
Who is my audience
a msg has 4 audiences
1) initial audience
- receives the msg first and routes it other audiences
2) primary audience
- make the decision to act on your msg
3) secondary audience
- PD\EHDVNHGWRFRPPHQWR\RXUPHVVDJHRUWRLPSOHPHQW\RXULGHDVDIWHUWKH\¶YHEHHQDSSURYHG
4) gate keeper
- has the power to stop your msg b3 its gets to the primary audience
www.notesolution.com
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