The Office Procedures and Technology

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1 The Office Procedures and Technology Chapter 4 Communicating in Written Form Copyright 2003 by South-Western, a division of Thomson Learning

2 Reading at Work Learning about the company Employees Understanding must read instructions and for equipment comprehend Following instructions for on forms Responding to inquiries Using references/databases Key Term equipment Comprehension: the ability to understand material that has been read Topic 4-1 Reading and Writing at Work Slide 2

3 Reading Skills Comprehension is the ability to understand Vocabulary Practice techniques is groups can of words improve you skill know Determine Focus meaning from Sequence context Identify purpose Draw a mental picture Speed improvement makes it easier to learn Reading Determine Improve as reading a meaning single rate process by with considering practice word parts Scan Checkup Note Focus Comprehension, unfamiliar on an entire words vocabulary, paragraph and check and the speed meaning interact in Summarize a dictionary Reread Time to determine your reading and skill set goals Force yourself ahead as you read Topic 4-1 Reading and Writing at Work Slide 3

4 Writing at Work Common responsibility for all employees Reviewing Communicating the writing policies of others and procedures Communicating plans or progress Composing Identify the messages writer s purpose Seeking Judge for or effectiveness providing information Characteristics For others of effective writing Sending Make candid messages suggestions to customers For yourself Clear Complete Following up oral discussions Concise Courteous Correct Key Term Editor: person who reviews written material to suggest changes in wording, organization, or content Topic 4-1 Reading and Writing at Work Slide 4

5 Manage Writing Tasks Identify the purpose and secure information Compose a draft Review and revise Prepare the final draft Break down large projects into sections Schedule time to complete each section The Tone of your message can be as important as the Content Topic 4-1 Reading and Writing at Work Slide 5

6 Preparing Effective Documents Drafting Proofreaders Revising marks Purpose are and used editing to Message Word edit printed Proofreading choice documents Audience Transitions Verify changes from editing phase Response Order Use a of spell content checker points Consistency Complete a detailed manual check Topic 4-2 Business Correspondence Slide 6

7 Business Letters Primary purpose is to convey a message It is important to know your audience Customers Superiors Fellow employee The appearance plays an important role Margins and spacing needs to look good Appropriate paper or stationary Print needs to be neat and clear

8 Business Letters Message types Letter Positive parts or neutral Letter Negative Standard formats Printed Persuasive letterhead Block Date Modified block Letter address Salutation Body Complimentary close Mailing notation Optional Attention and subject lines Enclosure and cover notations Copy notation Postscript Reference initials Signature block Multiple-page heading Modified block letter Topic 4-2 Business Correspondence Slide 7

9 Envelopes Proper size and information U.S. Recipient s Postal Service name and recommended address format Sender s return address Addressee notation, if any Mailing notation, if any Use all caps and omit punctuation (except in the ZIP code) in the letter address Topic 4-2 Business Correspondence Slide 8

10 Memorandums Were created to streamline business communication Are very effective: Give instructions Explain policy & procedures Make Announcement They can be created from scratch or through Microsoft Words Templates

11 Memos Streamlined business documents The Used heading to communicate within an organization lines and body are the standard parts of a memo Topic 4-2 Business Correspondence Slide 9

12 Electronic transfer of messages Appropriate Remember for that quick, informal communications messages are not private Topic 4-2 Business Correspondence Slide 10

13 Desktop Publishing Guidelines Use consistency in the design Use ample white space Consider balance and contrast in the design Key Term Use relevant artwork or photos White space: empty area on a printed page Limit the number of fonts in a document Avoid widow lines Obtain permission to use copyrighted material Topic 4-2 Business Correspondence Slide 11

14 Business Reports Informational reports Analytical Based on reports data gathered in normal operations Writing Formal Often guidelines complex or informal and style usually require research Memo Often Focus in the reports formal report style Plan the writing Write a first draft Revise and finalize visuals Present the report Topic 4-3 Business Reports and Related Documents Slide 12

15 Visual Aids Tables Graphs Summarize or compare data Simple Should Pictorial tables be representations self-explanatory that aid in interpreting might not contain data column A pie chart headings shows the or relationship totals of a part to a Pie whole Common formats Line Bar Topic 4-3 Business Reports and Related Documents Slide 13

16 Focus On Effective Communicating and Writing for: Business Reports Letters Memorandum s Desktop Publishing Using Visual Aids to help explain your message Graphs ClipArt Tables Topic 4-3 Business Reports and Related Documents Slide 14

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