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business
understanding business ethics
Business Writing Today A Practical Guide 3rd Edition Natalie Canavor - Solutions
Write messages that build relationships and networks
Plan, write, and format letters
Decide on the right degree of formality
Handle challenging conversations
Create messages that solve problems
Represent your interests well
Strategize e-mail with structured thinking
Use internal communication to shine
Find and develop your own story
Support your message with writing techniques
Build trust and credibility
Deploy the tools of persuasion and advocacy
Use helpful resources, tools and professional tips
Sidestep common tone and grammar problems
Improve messages with commonsense strategies
Identify language and structure problems
Approach editing systematically
Achieve a fluid cadenceWork out challenging messages
Use good transitions
Assemble short, logical paragraphs
Build active verb-based sentences
Choose natural conversational words
Manage your tone
Begin, middle and end well Organize efficiently
Decide on best content
Write to groups, gatekeepers and the universe
Manage differences in perspective
Frame messages for your audiences
Communicate based on goals
View writing as a strategic tool
How to use this book
How to define good business writing
Why writing matters in the workplace
How good communication helps your career
Brainstorm your history, experience and every qualification that might relate.Analyze and interpret the job description and other employer material.Figure out what you’d bring to the job beyond the bare essentials.Figure out why you are the best possible candidate and why the organization should
In the framework of your answers to the first two tasks, brainstorm the content of your résumé. What should you include about your experience and personal qualifications?
Write the most complete profile you can of your audience—the people who’ll review your application at the organization where you want to work.
Define—in writing—your set of goals, with detail. In addition to stating the job you’d like to have, specify what you want to gain from it.
Execute it perfectly. There is no margin whatever for spelling errors, sloppy writing or anything that can be interpreted as a mistake in either a cover letter or a résumé.
Make it look good—like a letter, not a casual e-mail: proper salutation, wide margins, white space for breathing, respectful signoff. Ideally it should match your résumé’s appearance for a uniform impression. As with the résumé, keep in mind that when you e-mail your application, fancy
Remember the serial audience.Expect your cover letter to be screened by somebody in the hiring office, a department head, the CFO’s assistant or the new intern—or the CEO. Fortunately, the letters this process prepares you to write will work for every level.
Instead of erudite language, use concrete language based on short words; uncomplicated sentences that alternate between long and short and; and, especially, short paragraphs that build in lots of white space. Better to say less and get it read. Check your transitions, polish up the conciseness,
Don’t send letters that look massproduced. If you’re mailing an inquiry to 500 prospective employers, personalize and tailor each and every one and include at least something that demonstrates your interest in that specific company.
Keep the letter to one-page maximum. Less is better. If you’re writing a cover letter that will be emailed, keep it even shorter—like three brief paragraphs. The need for brevity is one reason not to waste space on stock phrases, stilted language and obvious statements (like “It is herewith
Built and nurture Facebook community of 27,000, producing a 29% fan base increase Initiated campaigns for Snapchat and Instagram, attracting 5,500 new followers in six months Develop user-generated content, currently supplying 58% of all posts Generate research analytics monthly and report to
Based on the plan, write promotional messages enticing people to subscribe to your blog that are suitable for e-mail, Twitter and other platforms favored by your chosen audience.
Plan a marketing program, in writing, to promote your blog and find readers you want.
Write the first blog post and use it to define your purpose, who you are, what you’ll be writing and why—or just plunge right in and focus on one of your top subjects.
Brainstorm content ideas and make a list of at least 15 topics for suitable blogs. Add additional topics already done by other bloggers if you like—some professionals look for the most popular blogs and then write a better version, knowing the audience is hungry for this information.
In writing, plan a blog, considering your goal and audience. Research online to locate bloggers in your area of interest, and review those with whom you’ll compete.
Find a subject that relates to your current expertise or interest and that will contribute in some way to your professional image or career.
Brainstorm a list of 10 to 20+headlines for topics you can look forward to writing about that align with the guiding light.
Create a one-paragraph statement based on your four answers to serve as your guiding light; include a brief plan for marketing the blog.
Check your idea against marketing possibilities. How will you reach the audience you defined?
Choose a subject area that connects goal and audience with your own knowledge base.
Define your audience—who you want to reach—and create a written persona that includes the group members’ interests, problems, worries.
Write down your goal—what you want to accomplish.
Discuss results. What characterized the most successful proposals? What persuasion strategies did you observe, and how well did they work? Were opportunities missed? And how did
Present the proposal. The full class reviews all the proposals and votes on which to support, taking the role of a civic group or committee on corporate giving. If desired, the class can also conduct Q&A sessions with each group(which will uncover any missing information).
Include appropriate graphics (or describe what they would consist of).
Discuss results. What characterized the most successful proposals? What persuasion strategies did you observe, and how well did they work? Were opportunities missed? And how did this chapter and Chapter
Present the proposal. The full class reviews all the proposals and votes on which to support, taking the role of a civic group or committee on corporate giving. If desired, the class can also conduct Q&A sessions with each group(which will uncover any missing information).
Include appropriate graphics (or describe what they would consist of).
Create the proposal in line with your plan. Include an Executive Summary. Draw on the writing and persuasion techniques presented in this chapter and Chapter
Plan a proposal to raise funds for the idea from local businesses or a civic group. Identify what needs to be done, set a timeline for each stage and determine how to collaborate, each team member assuming an appropriate part of the work. Decide together on the central focus of your story, and
Propose a cause. Brainstorm in small groups. Each group decides on an idea for a new local charitable cause or a major project you agree would be of value to the community and is practical (e.g., cleaning up a park, collecting used clothing for a children’s shelter, volunteering for an
Can I share anything thoughtprovoking?What (if appropriate) do I recommend based on recent events?
Did anything occur that bears watching or should be taken into account in planning?
Did I see new opportunities and act on them?What surprised me?
How did they turn out?What challenges or problems did I encounter? How did I solve them?
What initiatives did I take?
What’s important about the period’s events in terms of company or department goals, immediately? Long-range?What has changed or progressed?
Expect to be evaluated on both the quality of your own e-mail and the quality of written input you provide to your classmate.
Exchange your draft with a classmate for review and editing.Discuss results with each other, and revise if you agree with the suggestions.
Write an e-mail requesting telephone or in-person time with a friend’s relative (or someone else)who works in your chosen career, to ask for advice and possible job leads.
Should emojis or emoticons have a place in business communication?Debate: Half the group should argue for; the other half should speak against their use.
Do grammar and punctuation matter anymore? Why or why not?
In what e-mail situations is it suitable to “be yourself”—with little thought to content, wording, grammar and punctuation?
How can you project a feeling of respect in an e-mail when the situation calls for it? Warmth?
What words do you typically use to communicate with a friend by email that would be inappropriate when writing to your professor? A supervisor? A client?
How do you think written communications like e-mails should take account of generational differences? Who has had a problem that relates to this? What did you learn?
Draft an e-mail presenting your recommendations and reasoning to an older supervisor one of you works for now or worked for in the past. Begin by profiling the supervisor through asking questions of the group member who knows the person.
Together, brainstorm how workplace supervisors should communicate in writing with younger employees: E-mail?Texting? Social media? Intranet?Other?
Review, edit and tighten. Business e-mails (and I would say all your emails) must be concise and errorfree with correct spelling, punctuation and basic grammar.Sloppy writing interferes with comprehension and makes you look incompetent and uncaring.
End strongly, with a call to action that states what follow-up you want.
Write the middle, which typically contains technical information, backup for your request and the reasoning when you aim to persuade.
Based on the first three steps, figure out a direct, clear lead. For e-mail, that’s the subject line, salutation and first one or two sentences.
Decide what tone is appropriate to the reader, taking account of the person’s status, personality, your relationship with him and the nature of your goal.
Figure out what substance will accomplish that goal with that particular audience, and put the elements in a logical order beginning with the most important WIIFM (what’s in it for the reader).
Define your goal—what you want to accomplish—as closely as you can, and consider your audience and its characteristics.
What differences can you observe in the tactics used in the three media?
Choose one: Can you think of any ways to make it more effective?
How effective is each pitch?
What persuasive techniques can you identify?
Who is the target audience (or audiences)?
Use the simple present tense or past tense, and try to tell what happened. Aim to give your audience the facts that created a strong feeling. Rather than simply saying, “I was devastated,” for example, say something more like,“I felt the floor start to crack. I felt my left foot slip in. . .
“Show don’t tell.” The mantra for novelists, playwrights, choreographers and artists is a good one for storytelling. The more you can bring people into an experience, the more you engage both their emotional and rational sides. Work with the language to recreate the experience for the senses
Be specific and concrete. A story may lead to an abstract kind of conclusion—like “I learned to always give people a second chance”—but how you got there must be spelled out and feel real.Fiction writers take trouble to use colorful language and uncommon words. Graphic language is
Find a strong lead. You can start in the middle, at the point of crisis, then go back to cover how-I-gotthere and what you did to emerge successfully. Or tell it sequentially from the beginning. Opening with the bottom line can spark interest:“This is a story about how I lost my dream job and
A decision was made by the nominating committee that due to the fact that applications were tardy, an extension of the application period would be made.
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