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Written CommunicationCourse code: BA 7108

Unit 1 : Personal Communication

Prepared and presented by,

N. Ganesha Pandian,Assistant Professor,Madurai School of Management.

I year I Semester

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Contents• Journal Writing

• Mails/E-mails

• SMS

• Greeting cards

• Situation based – Accepting/Declining Invitation

• Congratulating, consoling and conveying information

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Meaning of personal communication

•Personal communication can be defined as a direct exchange of information and emotions between two or more persons either in their physical presence or through any particular communication medium

•Also called as Face to face communication

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Nature of personal communication

•Uniqueness

•Immeasurable

•Responsive

•Reflective

•Unambiguous

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Principles of personal communication• To avoid waste of time

• The message must reveal necessary fact

• The vocabulary level of receiver must be considered

• To convey the message to the receiver in the same way we feel.

• The manner, style and temperaments are equally important

• Appropriate fitting words to be chosen

• Short sentences and clear words to be used

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Significance of Personal Communication

•Personal character

•Feedback

•Less noise

•Flexibility

•Speed of conversation

•Use of body language

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Types of personal communicationI, Body language

Elements of body language :

•Gestures

•Facial expression

•Eye contact

•Posture

•Dress code

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Oral communication• Forms of oral communication:

1. Informal face to face conversation

2. Interviews

3. Group communication

i. Debate or Group Discussion

ii. Meetings

iii. Conferences

iv. Committees

4. Speeches and presentations

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Written communication•Types of written communication

1. External written communication

2. Internal written communication

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Advantages of personal communication•Resolution of misunderstandings

•Builds comfort level

•Help improve loyalty

•Effective communication

•Builds confidence levels

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Disadvantages of personal communication

•Absence of good interpersonal skill; leads to ineffective communication

•Once said; cannot be taken back

•Less time to respond

•Lengthy speech cant be delivered

•No written records are maintained

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Modes of personal communication

•Letters

•Journal writing

•Mails/E-Mails

•SMS

•Greeting cards

•Invitations

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Journal writing•A journal may be defined as sequential,

dated chronicle of events and ideas, which include the personal responses and reflections of writer on those events and ideas

•Collection of reflective writing – Journal, log, diary, dialectical notebook, blogs and workbook

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Characteristics of journal writing •Written

•Dated

•Informal

•Flexible

•Private

•Archival

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Types of journals• Learning Journals

• Diaries

• Dream book or log

• Autobiographies, life stories and memoirs

• Spiritual journals

• Professional journals

• Dialogue journals

• Reading response journals

• Financial journals

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Importance of journal writing•Reduces stress

•Solves problems

•Promotes self growth, self love and acceptance

•Preserves memories

•Improves writing

•Sharpens senses

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Tips for journal writing • Use one journal for a year

• Use links to important areas and times

• Use table of content

• Use different colors and styles

• Use templates for repeating contents

• Date and time etc may be included at the top

• Leave space at the top

• Use any and all writing instruments

• Don’t be concerned about mistakes

• Write as often as you can

• Write from the heart

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Mail/E-Mails• E-mail (electronic mail) is the exchange of computer-

stored messages by telecommunication

Elements of E-mail:

1. Sender

2. Mail agent

3. Message

4. Mail transport sub-system

5. Recipient

6. Recipient mail agent

7. Email address

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Email emoticons and acronyms

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Advantages of E-mail•Managing E-mail is easy

•Email is fast

•Inexpensive

•Easy to Filter

•Transmission is secure and reliable

•In contact

•Valid one

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Limitations of Email• Does not guarantee secrecy

• May be taken less serious than traditional letters

• Receiver may not check inbox

• Sometimes may be undeliverable

• Sender may make mistakes because it is prepared fast

• Spamming

• May not reach on time

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SMS (Short message service)•SMS : Popular form of non-verbal mobile

communication

•Instant messaging

•Short message can be no longer than 160 characters

•These characters can be text (alphanumeric) or binary non-text short messages

•GSM,CDMA and TDMA supports SMS

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Features of SMS•SMS supports several input mechanisms

•SMS guarantees delivery of message by the network

•Low band width message transfer

•Instant messaging and gaming

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Advantages and disadvantages of SMS• Advantages:

1. Guaranteed message delivery

2. Reliable and cost effective

3. Delivery of messages to multiple subscribers

4. Convenience to use

5. Ability to receive diverse information

• Disadvantages:

1. They are limited up to

160 words only

2. They provide a

limited text-based

experience

3. They can be very

expensive

4. Cant be delivered to

DND subscribers

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Greeting cards •Greeting card may be defined as

segments of folded paper or card that encompasses text or images on the front cover and a message of greeting, congratulation or other sentiment inside, usually sent or given on a special occasion

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Importance of greeting cards •Conveying messages

•Building relationships

•Expressing emotions

•Making people better persons

•Business greeting cards

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Types of Greeting cards

Congratulations cards

Online greeting cardsHoliday cards

Business/ Professional cards

Romantic cards

Consoling cards

Invitation cards

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Congratulating cards•Birthday cards

•Anniversary cards

•Wedding cards

•Cards for retirement

•Cards for graduation

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Invitations• An invitation may be defined as a “spoken or

written request for someone’s presence or participation”

• Corporate invitation – Begin with name and symbol at the top; should not include ads

• Shareholder meetings and annual board meeting should have four to six weeks’ notice

• In-house meeting should have minimum of one week’s notice

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Timing of invitation• Some additional timing guidelines are as:

1. Six to eight months before an important seminar to out of town executives

2. Four to six months before an important dinner to out of town executives

3. Three to five weeks before luncheon

4. Four weeks before an evening reception

5. Two to three weeks before a breakfast

6. Two to three weeks before a cocktail party

7. Two to three weeks before a tea party

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Guidelines for addressing an invitation• Select the guests your are inviting and with titles, such as

professor, doctor, Dean or judge

• Address business invitation to individual within company

• Use “Ms.” to lady, if you are not certain about marital status

or use “Mrs.” ; “Miss” used for recipient below 18 yrs

• Address “Mr.” to all males;

• Write the full name to avoid confusions

• Use “dear” as greetings – accepted as polite and formal

greeting

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Responding to an invitationAccepting or Declining an

invitationGuideline for accepting an invitation:

1. Format

2. Say thanks

3. Accept

4. Details

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Guideline for Declining invitations

•Be timely

•Respond according to invite

•Decline graciously

•Send regrets

•Flow proper etiquette

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