effective written business communication maryland aaham jim grigsby crce- i, chcs april 17, 2015
TRANSCRIPT
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Effective Effective Written Written Business Business
CommunicationCommunicationMaryland AAHAM
Jim Grigsby CRCE- I, CHCS
April 17, 2015
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Communicating Your Communicating Your MessageMessage
Copyright 2015 by Jim Grigsby. All rights reserved.
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Copyright 2015 by Jim Grigsby. All rights reserved.
Improve your writing by reading
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Copyright 2015 by Jim Grigsby. All rights reserved.
Dr. SeussDr. Seuss
I would not like them here or there.
I would like them anywhere. I do not like green eggs and
ham. I do not like them Sam-I-Am.
Green Eggs and Ham - 1960
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Copyright 2015 by Jim Grigsby. All rights reserved.
David McCulloughDavid McCullough
He would stand at his place, back straight, walking stick in hand, at times letting the stick slip between thumb and forefinger to make a quick tap on the floor, as if to punctuate a point. The “clear and sonorous voice” would fill the room.
John Adams John Adams 2001
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Copyright 2015 by Jim Grigsby. All rights reserved.
Why We WriteWhy We Write
To inform or explain
To ask for help or information
To move people to action
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Copyright 2015 by Jim Grigsby. All rights reserved.
Effective Professional Effective Professional Business Writing Business Writing
Clear
Organized
Succinct
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Copyright 2015 by Jim Grigsby. All rights reserved.
The Wrong ImpressionThe Wrong Impression
Punctuation errors Misspelled wordsPoor format
Redundancy Rambling
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Copyright 2015 by Jim Grigsby. All rights reserved.
Cautionary Statement of Cautionary Statement of AdviceAdvice
Failure to avoid excessive utilization of multisyballistic verbiage to approximate extreme eruditeness, in an endeavor to astound beneficiaries of your profound abilities in composition, will generate a deleterious effect.
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Copyright 2015 by Jim Grigsby. All rights reserved.
Your Business Writing Your Business Writing Reflects YouReflects You
Clear Concise Accurate Organized Professional
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Copyright 2015 by Jim Grigsby. All rights reserved.
Reach Your AudienceReach Your Audience
Tailor writing to recipients
Emulate well-written documents
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Copyright 2015 by Jim Grigsby. All rights reserved.
Proof ReadProof Read
Spelling and grammar Punctuation Accuracy Read each sentence
backwards Ask a colleague to review
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Copyright 2015 by Jim Grigsby. All rights reserved.
Reference ManualsReference Manuals
Dictionary Oxford American, Webster’s, New
American www.dictionary.com www.m-w.com
Roget’s Thesaurus Elements of Style The Chicago Manual of Style
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Copyright 2015 by Jim Grigsby. All rights reserved.
Most Valuable Tools Most Valuable Tools
Administrative Assistants
Business Writing classes
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Copyright 2015 by Jim Grigsby. All rights reserved.
Specific DocumentsSpecific Documents
Memos Emails Letters Articles Reports & Executive Summaries
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Copyright 2015 by Jim Grigsby. All rights reserved.
Action MemoAction Memo
Clearly state what you expect or need Why you need a specific action Deadline
Provide details Bullets Graphs Supporting documents
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Copyright 2015 by Jim Grigsby. All rights reserved.
EmailEmail
Is email the best method to communicate?
Professional document - treat as a memo
Stop after two exchanges
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Copyright 2015 by Jim Grigsby. All rights reserved.
RememberRemember
Email, texts, and diamonds are forever
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Copyright 2015 by Jim Grigsby. All rights reserved.
LetterLetter
Clear, concise, and professional Organized content Appearance Format Printed envelope
Accurate Proof read
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Copyright 2015 by Jim Grigsby. All rights reserved.
ReportReport
Factual and accurate Know your audience Professional
Organized content Charts Graphs Hyperlinks [electronic only]
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Copyright 2015 by Jim Grigsby. All rights reserved.
ReportReport
Revise Proof read: double check
everything Professional appearance
Print Staple or bind
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Copyright 2015 by Jim Grigsby. All rights reserved.
Executive SummaryExecutive Summary
Write for a busy executive Summary of key
information Reference the details Include graphs and charts
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Copyright 2015 by Jim Grigsby. All rights reserved.
Published ArticlePublished Article
Credible professional writing Verify information Retain research notes and
documentation Ask a colleague to critique and
proof read Meet deadlines Expect editorial and peer review Know your employer’s policies
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Copyright 2015 by Jim Grigsby. All rights reserved.
Effective WrittenEffective Written Business Communication Business Communication
Write clearly, accurately, and Write clearly, accurately, and professionallyprofessionally
Write for your audienceWrite for your audience
Read, review, and reviseRead, review, and revise
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Copyright 2015 by Jim Grigsby. All rights reserved.
Thank YouThank You
Jim GrigsbyJim Grigsby
Jim Grigsby ConsultingJim Grigsby Consulting
772-539-1990772-539-1990
jgrigsby@[email protected]