Your Everyday Communication, Could Impact Your Writing!! By Stephanie Cifuentes

This is a personal anecdote that might help someone else…

I recently got a new job at a Hilton hotel. Couple of weeks after, the manager tells me that I was doing a terrific job, but that I just needed to polish the way that I spoke. To be completely honest, I did not think that there was anything wrong with the way that I spoke at work, or so I thought.
The manager then went over a list of words and phrases that I was saying wrong (well not really wrong but not appropriate for the job), some which included: “no problem”, “yea”, “alright”, and “hold on”, to mention a few. She wanted me to replace these words with: “certainly”, “yes”, “it would be my pleasure”, “may I put you on a brief hold”. These words and phrases sound more courteous and professional. It sounds different when you say “may I assist you with anything”, rather than just “can I help you”.

After a lot of practice and having my manager correcting me along the way, I know find myself being courteous and more professional when I speak without having to think about it twice, or even realizing that I said something wrong only after I said it.
Believe it or not, I think that by changing the way that I spoke, at least at work for now, has changed the way that I write too. I find myself writing very courteously without trying so hard, or even without having to revise the simplest e-mail two or three times to make sure that it sounds professional and eloquent. It is just becoming more natural.
Now, just take a couple of seconds and ask yourself… how do you speak at work? How do you communicate with your colleagues? Does it reflect sometimes on your writing? Could it be improved? These are just some things to think about and reflect upon… Adios!!

www.clemson.edu/.../images/key_orsForms.jpg

Analyze This

We've all sat at our computers and thought to ourselves: who am I writing to? How in depth do I need to be? Will they understand me or my terminilogy?Do I need to be personable or can I be relaxed? Well, the answers to these questions vary each and every time you begint to write. The point is to figure out these things, and a few others, before you start writing. This way your writing can be the best it can be to the specific person reading it.

Remember to create a profile for your audience: this is a BIG step, there is more to this step then most realize, and this is where most make their mistakes. Who is your audience? Remember, be as specific as possible when planning your audience. Is it my teacher?Or is it my teacher AND classmates. Of course, there are other scenarios, but this is an example we can all relate to. You must also consider your audience size; small or big? this can also help with whether or not you need to be formal or completely informal, obviously if your writing a note to a friend your informality is not a porblem whereas a memo to the CEO should adhere to more formal guidelines.

Possibly the most important thing you must consider is different cultures. Obviously, a lot of business today is done internationally with our globally growing market. Therefore, when writing, whether it be for a memo, email, or letter, we must consider the catastrophic differences between each culture, while also toning in on the similarities. For instance, there are words, phrases, or gestures which to Americans mean one thing and to another culure are offensive or vulgar.

All of these things must be considered, researched, or plotted before writing or you could find yourself in a pickle.

Secondly, plean for your audiences reactions. If it is bad news you are delivering be ready. This goes for all situations. There can also be questions, rebuttles, or refutations.You must think of these things ahead of time and plan for them or they could throw you off. In these situations, to be ready is the best solution.

Of course, if anyone doesn't understand the language, dialect, or terminology and if they have questions or want to argue the information you have provived, as long as you are ready, know your facts, and know the audience you can overcome most of the obstacles in the way. However, remember, stay calm, cool, collected, and deliver the same no matter the situation or your feelings.

Mapping out an audience is a personal preference things, and varies each and every case. Although, if you remember these tips it will help you overcome the jitters when preparing or the doubters who question you all the time. It all comes down to preparation and remember: If you fail to prepare, then you prepare to fail.

http://ezinearticles.com/?Analyze-Your-Audience-Before-Developing-Your-Message&id=1064480

http://www.umuc.edu/ewc/onlineguide/chapter2/chapter2-04.shtml

Being the Bearer of Bad News by Kristina Shope

Delivering Bad News Properly:


All of us have encountered bad news at least once in our lives. Whether receiving a rejection letter from a college or having to inform someone that they have lost their job, we can all admit that we dislike the process. Regardless, bad news has to be dealt with carefully. If we are the ones delivering the news, here are a few tips to get it done:

1. No Sandwiches: Avoid putting the bad news between good news.
2. No Dancing: Just get it over with.
3. No Demeaning: Use some tact. Be direct, but don't be a jerk.
4. No Grouping: Separate the person from the problem.
5. No Rushing: Allow some time for discussion.
6. No Defending: Say it and be quiet.
7. No Sharing: Avoid telling people the whats and whys.




None of us like to be the Bearer of Bad News but how we deliver it really does make a huge difference. Although we cannot change the fact that it’s bad news, we can at least deliver the news the right way and make it less painful to the recipient.

Here is a great Video (funny too!):



Works Cited:
Kearns, Kevin. "Top 7 Business". 4/9/2009 .

Helping your Informal Report by Jeanna Hepp

Your intro will announce the subject of this report and help explain the purpose to the reader. It will describe the scope of the information covered or the details of the report. It may also include background information about the subject of the report. An overview is useful to the readers because it will give them a glance of the information that will be provided.

The body is there to hold up the head of the introduction. It presents clear organized information of the report’s subject. Depending on the objective, the amount of detail will be determined in the body to get the objective across to your reader. It will help clarify ideas and concepts and will also be supported by tables, graphs, drawings, and other visuals.

Conclusion summaries everything that was presented in the report and will help make the judgment and prediction. Recommendations are used to recommend a course of action that you believe is warranted by your findings.

Types of Informal Reports:
Trouble
Investigative
Progress and Periodic
Trip
Test

If your informal report doesn't seem to be getting any better. Please bring your report in to one of the BlogDoctors for an emergency surgery!

Pros and Cons of Instant Messaging in Professinal Writing and Work by Caitie Tanner

The question at hand is whether the use of instant messaging in a professional writing atmosphere or in the work place is appropriate.

• Pro 1:
  You can organize your contact list by groups since all instant messengers have this feature. You can separate your contacts by business, friends and family. This feature can be utilized so that you do not accidentally invite a friend or family member into a “business” related chat or send something personal to a work partner.
  
  
• Con 1:
  While you can hide your friends and family contacts at work, they can still see if you are signed in. What if a family member or friend sends you a message at the wrong time? Therefore, if you are using instant messaging at work, people other than work partners need to know that it is a work environment and not a time to discuss personal business.
  



• Pro 2:
  You can get an instant response from your partners at work. You do not have to wait for a reply in an e-mail. This comes in handy when you are trying to get a quick response for a specific event or order.
  



• Con 2:
  Instant messaging may cause a distraction among the employees. Your employees may waste a lot of time talking to their friends and family and neglect their work duties. As a solution to help solve this problem, employees or partners should be aware that consequences could be implemented if unnecessary chat sections are going on between friends and family rather professional use.
  



• Pro 3:
  Instant messages can be saved and used as documentation for future conversations. This will allow you to reference a conversation you had with one of your customers or vendors if a problem occurs.
  



• Con 3:
  By using instant messaging, virus infections and other security risks can occur. If friends and family members send you, files at work you are probably better off not opening them. Since file sharing is a feature that instant messaging offers, viruses can also be downloaded that way. A program can be set up to lower the risk of downloading a virus, which is a major plus.

It is up to the business as to whether or not to use instant messaging. There are many advantages and disadvantages to this type of technology. The key is to use a strict policy if an employer decides to utilize instant messaging in the work place.

References:

http://www.businessknowledgesource.com/smallbusiness/pros_and_cons_of_using_instant_message_at_work_022590.html

Pinning Down persuasive Writing

As a professional in the business world is almost inevitable there will come a time when persuasive writing will play large roles in your task(s). There are a number of benefits to writing well persuasively whether it is to the CEO of your company, fellow employees working together for a project, or persuading customers to buy into your product.

Not to long ago, the store manager at my job came to me and asked for my help. He knew I was majoring in marketing and though I might be able to provide some assistance in a matter pertaining to our corporate office. Our corporate office ships all of the same product to all stores regardless of their location or product demand. However, we live in a golf heavy community and were not recieving shipments to suffice the demands. Corporate responded to his first attempt saying to put together a letter with reasons and benefits to persuade them to ship different product to our store. I took the task, and knew the weight it carried, therefore, I did a little research to help and this is what I found:

1. Know your stuff- be credible and know all there is to know about your topic or you could be disregarded.




2. Outline- it always helps to have a plan before you start




3. Be concise-don't waste the readers time with padding, get to the point.




4. Confidence- be confident in your knowledge, afterall, you did research for a reason.




5. Stick to your guns- Do not debate with yourself in your writing, it is debatable whether you should even offer refutable information against your argument.




6. Edit-obviously you will want your final to be the best it can be so edit, re-read-TWICE. carelessness is displayed by minor mistakes.




7. Keep it professional- Do not be too pushy, cocky, or rude. Present the idea or argument, the reasons, the benefits, and supporting research.




8. Credit those who are due- Of course credit those sources you have used in the process.

These tips helped me in the task I was handed, and with the help I handled the process well. In the end the corporate office decided in our benefit and now we are providing more sufficient product for OUR customers. Though it may not be of great importance, persuasive writing is a tool I suggest everyone adds to their arsenal.

http://www.supaproofread.com/documents/ten-tips-for-persuasive-writing.pdf

Thank you letter after the job interview

Some people think that a thank you letter following the job interview is a sign of being desperate for the job position you hold. However, research shows potential employers are often more than happy to receive thank you letters. Most potential employees do not even bother to write a thank you letter. So do the math, because such a letter could help differentiate you from other candidates for the job position.

Research indicates that it doesn't matter if thank you letters are handwritten or typed. It is recommended that you send the letter within twenty four hours after the interview. A thank you letter should not be sent in email format.

The content of your letter should be in simple format, just as anything else sent to time consumed employers, such as the format of a cover letter or job resume. Of course, thank the interviewer for his/her time and consideration. When writing your letter, try to think of something new about the company you learned while at the job interview, to show your genuine interest and that you were paying attention.

Tailor your thank you letter to the individual job interview. During the interview, you were supposed to focus on what you could do for the company. At the end of your letter, you could offer a refresher on the memory or better yet think of something else that you could contribute to the company. Of course, remember to ensure that your thank you letter is short and simple, as potential employers not only do not have all day to read it, but are also unlikely to believe a long flattering letter of your everlasting love for the company.

All in all, a thank you letter is a great way to differentiate yourself from the other employers, and if done correctly sending one could be the difference between whether or not you get the job.

http://www.quintcareers.com/thank_you_letters.html

http://www.usnews.com/blogs/outside-voices-careers/2009/2/10/the-perfect-thank-you-note-after-the-interview.html

http://www.toiletpaperentrepreneur.com/blog/do-your-employees-pass-this-easy-etiquette-audit-by-jodi-smith