business communications ethan chazin week 4 ppt

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BizCommsBizCommsClass #4Class #4

Presentations., cont’d

Non-Verbal Communi-Cations Matter

Nonverbal communication is …the process of communication through sending and receiving wordless (mostly visual) messages

between people. Messages can be communicated through gestures and touch, by body language or

posture, by facial expression and eye contact. Nonverbal messages could also be communicated through material exponential; meaning, objects or

artifacts(such as clothing, hairstyles or architecture). Speech contains nonverbal elements known as

paralanguage, including voice quality, rate, pitch, volume, and speaking style, as well prosodic features

such as rhythm, intonation, and stress.

http://en.wikipedia.org/wiki/Nonverbal_communication

Non-Verbal Cues• Mirroring Mirroring technique.• Lean in to express interest.• Avoid eye-rolling, turning your back, yawning,

talking over others.• Arm-crossing.

Appleman #7:The RIGHT Tonality

• The tonality of your written word can evoke many different emotions.

• How will your audience receive (the tone of) you message.

• What is their pre-existing relationship with you.– For readers open/receptive to your message: Be

NATURAL and conversational.– For indifferent readers: be persuasive.– For hostile readers – find common ground between

your message and their needs.

Tonality Matters

• Decide when to use formal or informal style.• Always show respect.• Know your boss’s outsides interests/hobbies.• Study your boss’s writing style and try to match

it.

Writing to Supervisors

• Avoid the “Me first” / “I’m better than you” attitude.

• Convey you’re all part of the same team.• Solicit feedback/build consensus.• Give credit / show appreciation.

Writing to Peers

• EVERY communication is an opportunity to educate, develop, motivate, support and build loyalty.

• Address each mistake as a learning experience.• Always set a productive tone.• Insincerity can be spotted immediately.• Be SPECIFIC when you provide criticism so a

subordinate can change their performance.• Praise publicly, criticize privately.

Writing to Subordinates

Appleman #9:Edit, Rewrite, Refine

• NEVER edit when you’re in writing mode.• Take a break before you get to revising.• ALWAYS read from the recipient’s point of

view.• Read your words OUT LOUD OUT LOUD!• Divide the process into 3 separate stages:

– Message– Organization– Mechanics

EditingEditing

• Message: Make sure your points are clear• Organization: All documents should be

organized so they make sense to the reader and the reader can follow along easily.

• Questions you should ask to confirm your document is organized correctly:– Is the information separated into pieces that are

easy to absorb?– Are the pieces organized logically?– Does each paragraph contain one idea?

EditingEditing

• Questions you should ask to confirm your document is organized correctly:– Are there transitions between paragraphs?– Is the structure similar throughout?– Can you use sub-heads?

• Mechanics: – Spelling– Punctuation– Grammar– Word usage

EditingEditing

Appleman #10:Master Your

Documentation

• The subject line is critical…WHY?• Reply Versus Reply ALL.• Emoticons.

Email WritingEmail Writing

• Explain your purpose and tell your readers what you expect from them.

• Be brief and organized.• Use bullets whenever you can to simplify

your message.

Email WritingEmail Writing

Grab Your Reader’s Grab Your Reader’s AttentionAttention

• Formula #1 Get [desired result] in [desirable time period]

• Formula #2 [Avoid common problem] with [my solution]

• Formula #3 Are you [provocative question]?.• Formula #4 Totally new [solution] finally solves

[common problem]• Formula #5 How to [solve common problem] using

[new solution]• Formula #6 [x] reasons why [your option] is better

than [industry standard]• Formula #7 [x] myths about [common conceptions]

Compelling HeadlinesCompelling Headlines

• Start with the most compelling point.• Decisive and to the point.• Avoid too much introduction.• Problem–solution–next step approach.

Grab Their AttentionGrab Their Attention

• Budget analyses, meeting summaries, product reviews, research reports CAN be exciting.

• Use compelling language.• Touch your readers’ HOT BUTTONS.• Use numbers to tell your story.

From Ho-Hum to “From Ho-Hum to “WOWWOW!”!”

RESOURCESRESOURCES

ResourcesResources

http://www2.honolulu.hawaii.edu/facdev/guidebk/teachtip/m-files/m-commu1.htm

ResourcesResources

www.blatner.com/adam/level2/nverb1.htm

ResourcesResources

http://kb.mailchimp.com/article/best-practices-in-writing-email-subject-lines

ResourcesResources

www.intuit.com/website-building-software/blog/2011/12/7-proven-headline-formulas-that-capture-your-reader%E2%80%99s-attention/