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Fundamentals of business writing - 1

Fundamentals of business writing - 1. BUS 340 – Business Communication M Wahidul Islam Summer 2014. Recap from last lecture. “knowing your audience”. Two audience groups board of directors of two companies. Audience 1

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Fundamentals of business writing - 1

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  1. Fundamentals of business writing - 1 BUS 340 – Business Communication M Wahidul Islam Summer 2014

  2. Recap from last lecture “knowing your audience”

  3. Two audience groupsboard of directors of two companies Audience 1 “In 2013 our company’s total sales were USD 117,400, which was slightly higher than the USD 109,800 total for the year before. Because of this increased sales and subsequent profits, we were able to increase our dividend per share from 50 cents to USD 1.” Audience 2 “In 2013 our company’s total investments and advances in three unconsolidated subsidiaries were USD 420,000. As a result, despite our increased sales revenue and subsequent gross profit, our net profit remained in similar levels. Therefore, we were only able to increase our dividends from 50 cents to USD 1, lower than the investor’s expected increase of USD 2. this news is expected to have an 15% negative impact on market valuation”

  4. Selecting words • Use familiar words • Prefer short words • Use slang and popular clichés with caution • Only when appropriate • May cause mis-communication • Use technical words and acronyms with caution • Use concrete language • Prefer active verbs • Avoid overuse of camouflaged verbs • Assist > give assistance to • Judge > make a judgment • Select words for precise meaning • Use gender-neutral words • Avoid words that stereotype by race, nationality, age etc.

  5. Use familiar words Unfamiliar Familiar Purchase of a new fleet is not actionable at this juncture Buying new trucks is not practical now We must leverage our core-competencies to maximize our competitiveness Relying on what we do best will make us most competitive The conclusion ascertained from the data is that a lucrative market exists for the new product The data studies show the new product is in high-demand Company operations for the preceding accounting period resulted with a deficit The company lost money last year Are difficult words always bad? No, one should use it when it may be needed and may be understood

  6. Prefer short-words Long words Short words The implementation of the proposed enhancement is under consideration We are considering your suggestions They acceded to the proposition to undertake a collaborative venture They agreed to work with us This antiqued sales strategy is effectual in contemporary business operations This old sales strategy will not work in today’s business Generally short words communicate better, however some exceptions are there

  7. Use technical words and acronyms with caution • Technical words are useful when used with same peer group (who has same background) • Initials and Acronyms may not be widely known • IBMvsSOA • So, we always avoid technical words and acronyms??

  8. Use Concrete languages Abstract Concrete A significant loss A 53 percent loss The majority 62 percent In the near future By noon Thursday Substantial amount USD 2,000,000 The firm has seen substantial losses in the near past. The awful operating performance has seen majority of the investors pulling away. The firm has lost 25% share value in the last 2 years. This is due to the 20% drop in sales revenue and 10% drop in net profit. Sometimes abstract words are used to convey an idea, rather then giving an exact picture. Example, giving a bad news to someone etc.

  9. Prefer active verbs / active voice Passive Active The results were reported in our July 9 letter We reported the results in our July 9 letter The office will be inspected by Mr. Hall Mr. Hall will inspect the office The policy was enforced by the committee The committee enforced the policy Sometime, passive voice is preferred when the message about the doer is not important

  10. Selecting words • Use familiar words • Prefer short words • Use slang and popular clichés with caution • Use technical words and acronyms with caution • Use concrete language • Prefer active verbs • Avoid overuse of camouflaged verbs • Select words for precise meaning • Use gender-neutral words • Avoid words that stereotype by race, nationality, age etc. “In 2013 our company’s total investments were USD 420,000. As a result, despite our increased sales revenue and subsequent gross profit, our net profit remained in similar levels. Therefore, we were only able to increase our dividends from 50 cents to USD 1, lower than the investor’s expected increase of USD 2. this news is expected to have an 15% negative impact on market valuation”

  11. End

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