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Deepa Effective Business Writing
Business Writing & Naming   Advanced level For adults Business related
 

Effective Business Writing

50min
2,700 P
Estimated of points
Has Trial
40min
1,500P
Oral versus Written Communication in business
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Description

Objectives of this session:
1. Identify and explain oral and written communication
2. Discuss on features in oral and written communication
3. Understand the verbal and non-verbal communication in oral and written forms
4. Practise sentences using correct written communication

Step 1: Reflective task
- Take a moment and write two words that describe your success in writing.
You may use the words listed below:

accomplishment    fame        gain      victory         profit           benefit

 -  How would you describe your experience in writing?
Let us rate it: Excellent    Poor   Intermediate    Beginner    Struggling

Very often in business, we hear  - 'Get that in writing'. However, this might not mean the same for someone saying it which eventually leads to misunderstanding in written communication.


Step 2: What is written communication?

A written communication is accurate when the writer is able to capture the reader's attention through meaningful writing targetting a specific audience. 

Writing should be effective, clear and concise.

Let us look at the following example:

You had recently received a letter from your colleague where it says 'it was good to hear from you.' 

The questions that will arise here are:
- Did your friend hear you?
- Is the meaning same in oral and written communication?

This is only a mental representation of what your friend wants to say about you. 

However, we often feel nervous when we want to try something especially taking in mind that we are as if addressing the person orally which is not always the case especially when you have to communicate to your clients.

Step 3: Difference between Oral and Written communication

There are in fact 8 elements in communication that help us make the difference between oral and written communication. For each of these elements, we will look at its definition as well as examples. These are:

1) Source - is about creating and communicating  a message
Oral - Judith makes a call to Sam.
Written - Judith writes an email to Sam.

2) Receiver - one receives a message from the source
Oral - Sam listens to Judith.
Written - Sam reads Judith's email.

3) Message - it is the meaning produced by the source for the receiver
Oral - Judith asks Sam to attend a conference call at 1:30.
Written -  Judith's email asks Sam to attend a conference call at 1:30.

4) Channel - it is the way a message travels between the source and the receiver
Oral - telephone
Written - email

5) Feedback - response of the receiver
Oral - Sam says yes.
Written - Sam responds to the email saying 'yes'.

6) Environment - physical atmosphere where the communication occurs
Oral -Sam is travelling by car on a business trip when he receives Jdith's call.
Written - Sam is at his desk when receives Judith's email.

7) Context - it is the psychological expectations of the source and the receiver
Oral -Sam expects Judith to send an email with the information.
Written - Judith expects Judith to check her mail.

8) Interference - the noise that blocks or distorts the communication process
Oral - Sam calls in but misses the call as Judith is in a different time zone.
Written - Sam waits for a call but Judith does not call.

Step 4: Verbal and non-verbal communication in oral and written forms

In oral and written forms, there is the presence of verbal and non-verbal dimensions. 

In oral communication: Verbal communication is about what you say.
Non-verbal communication involves the tone of voice, facial expressions and body language. 

In written communication, we choose specific words to pass the message and this is about verbal communication while the appearance of our signature, the font and the typeface on different forms of documents (email, letter) signify the non-verbal communication.

Scenario: 
You are expected to write a message telling your clients about the new service that your company is offering. If you were meeting them in the office, what would you say? What words would you choose to describe the service and how will you ensure to fulfill the needs of your clients?



As a business communicator, you shoule choose the right words which will communicate the right message to your clients. You should adopt the appropriate business style while you are communicating. You should select words, phrases which are accurate in order to promote clarity and understanding.


Step 5: Time to practice

You own your own company. What words describe you best as a leader? How would your colleagues describe you?

Look at the sentence. How can it be written to ensure proper communication?

1. Acknowledge the work of others and provide praise when possible.
2. Thanks for inviting me to the event. Would you mind to send me the address so I can get directions? Thanks - I'm looking forward to see you. 

Now that the project is over, let's schedule another meeting to plan for the work.

Thanks for inviting me to the event. Would you mind sending me the address so I can get directions? Thanks - I'm looking forward to see you.

Practice:
1. Sheela recommended me that I take a few days off from work.
2. Kave says he stopped to travel internationally because of his family.
3. The interview was broadcasted live over the internet. 
4. I ended getting a marketing degree after I studied engineering at college. 
5. We regret informing you that your application has been denied.

 

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