Business Writing Skills

COURSE OBJECTIVES

Upon attendance to the Effective Business Writing Skills training course, the participants will gain:

• A clear understanding of how to plan and structure business writing in a professional manner
• Practice in building the introduction, the main body, and the conclusion of an effective business communication
• The ability to compile the writing in a logical sequence
• A guide to help recognize, and eliminate, common errors in business writing
• The ability to focus on the main purpose of the communication
• The skills to maintain clarity in preparing business communication

COURSE Outline

Business Writing Overview

Introduction to Business Writing

• • Course objectives & agenda
  • Review examples of participants current written communication
  • Q & A

The Nature and Range of Business Writing

• • Differences between written and oral communication
  • Differences between types of business writing
  • Effective writing v/s efficient writing

Target Audience

• • Identifying the aim of the business writing
  • Analysing and understanding the target audience and the readers’ needs

Characteristics of Effective Writing

• • Putting the reader first
  • Types of communication to provide information (informative), to make recommendations (persuasive)
  • Setting and meeting objectives and terms of reference
  • Length of writing and the use of appendices
  • Layout and structure
  • Developing and following a house style

Information Gathering, Writing Process and Document Design

Researching Information & Gathering Material

• • Scheduling and deadlines
  • Identifying your knowledge sources
  • Organising and grouping your material

Selection Material and Structuring Communication

• • Criteria of Relevance what to leave out and what to put in
  • Developing logical sequencing
  • Using headings and sub-headings as signposts for the reader
  • The role of introductions and conclusions

The Writing Process

• • Concept and application of rapid composition
  • Planning and drafting processes
  • Developing keyboard skills
  • Editing
  • Getting the best from spell and grammar checks
  • Proofreading

Document Design

• • Standard templates
  • Agree font style & size
  • Use of BOLD and capital letters
  • Headings & subheadings
  • Consistent and correct use of display lists and bullet points
  • Justifications
  • Using and presenting tables
  • Diagrams, figures, and graphs
  • Numbering
  • Footnotes, endnotes, and hyperlinks
  • Addendums

Persuasive Writing and Examples

How to Make Your Writing More Persuasive

• • The 5 Ps of persuasion
  • The 12 most persuasive words
  • The Aikido approach
  • Dr. Cialdini’s 6 levers of persuasion

Examples of Different Types of Written Documents

• • Work Instructions
  • Operating & Maintenance Procedures
  • Manuals & Handbooks
  • Questionnaires

Other Forms of Written Communication (Letters, E-mails & Minutes)

• • Letter style, tone, and structures
  • E-mail style and purpose
  • Meeting notes purpose, structure and writing processes

Readability and Grammar Improvement Techniques

Improve Readability

• • Why is simplicity so important?
  • Fog factor analysis and readability scores
  • Sentence length and paragraph structure
  • Dimensions of writing style
  • Active v/s passive voice
  • Improving language content and style
  • Choosing your words
  • Confusing pronouns

Punctuation and Grammar

• • The language of grammar (a guide to grammatical terms and functions)
  • Commas, full-stops, colons, semi-colons, dashes, brackets, etc.
  • The apostrophes
  • Hyphenating words
  • Consistency in using capital letters for proper nouns

Final Document Review and Presentation

Checking the Final Document

• • Appendices & References
  • Editing & Proof Reading
  • Scheduling into the preparation
  • Developing the skills of a proofreader
  • Developing a systematic approach

Presenting the Document Verbally

• • Selecting relevant information
  • PowerPoint clarity rules
  • Presentation skills