Chap 4 Principles of Business Communication

Principles of Business

Communication

Chapter 4

KISS•To communicate effectively adopt a businesslike friendly, and easy to understand style consistent with KISS principle.•Keep ..It..Short ..SimpleThe message should be short and simple.

The message you compose should be very effective by ..

1.Choosing appropriate Words.

2.Developing effective Sentences.

3.Formation of Paragraphs.

Composing Effective Messages

•1.Choosing Words.

Identify words that your receiver(s) will

understand and

that will bring forth the intended response.

Choosing Words

•Use effective words that your receiver will understand and that will get the response you want and try to use a dictionary.

•Follow the 6 principles of choosing words.

Six Principles of Choosing Words

•Choose understandable words.

•Use specific, precise words.•Choose strong words.•Emphasize positive words.•Avoid overused words.•Avoid obsolete words.

1Choose Understandable Words

•Analyze your receiver’s knowledge, interests, opinions, and emotional reactions.

•Use words that are in your receiver’s vocabulary.

•Technical words relate to a specific field; use them only with an audience from that field.

2.Use Specific, Precise Words

•Use specific words with clear and precise meanings.

•Avoid vague or abstract words such as “many” and “several”, which mean different things to different people.

3.Choose Strong Words

•A strong word creates a vivid image in the receiver’s mind.

Marvelous,Stunning,Spectacular,

Fabulous.•A power word has a distinct

meaning and creates a visual image.

4.Emphasize Positive Words

•Positive words conveyoptimism(hopefulness) and confidence.

•Negative words trigger unpleasant emotions.

5.Avoid Overused Words

Overused words have lost effectiveness because they have been used too much in conversation or written messages.

6.Avoid Obsolete Words

•Obsolete words are out of date and sound pompous(showy) dull, and stiff.

•Obsolete expressions are pretentious and unnatural.

•Conversational language works best for business communication.

2.Developing Sentence.

orSentence construction

Discuss the elements (Fundamentals, Basics) that create clear, concise (brief), precise (accurate) and effective sentences.

Developing Sentences

•Compose clear sentences.

•Use short sentences.

•Prefer active voice in sentences.

•Give sentences appropriate emphasis.

Compose Clear Sentences

•Use words that are precise and understandable.

•Give sentences unity.•Keep related words together.•Use correct grammar.

Use Short Sentences

• Short sentences are generally easier to understand.

• Short sentences have 15 to 20 words.

• Vary the length of your sentences for interest.

• Use complete sentences that have a subject, a verb, and express a complete thought.

• Omit unnecessary words.

Give Sentences Appropriate Emphasis

• Emphasize important ideas.• Use length.• Use location.• Use sentence structure.• Repeat key words.• Tell the receiver what is

important.• Be specific or general.• Use format.• Use mechanical means.

3.Formation of Paragraphs.

Paragraphs

Develop clear, concise, logical, coherent, and effective paragraphs.

Effective Paragraphs

1.Use short paragraphs.2.Give paragraphs unity.3.Organize paragraphs

logically.4.Give paragraphs

appropriate emphasis.5.Provide paragraph

coherence. (consistency)

1.Use short paragraphs.

•Use short paragraphs to make the message easier to read and understand.

•Keep paragraphs in letters and memos to four to five lines each.

•Compose business reports with paragraphs of six to seven lines.

2.Give paragraphs unity.

All the sentences in a paragraph relate to one topic

3.Organize paragraphs logically.

•Direct plan• Indirect plan•Main idea in the topic

sentence

4.Give paragraphs appropriate emphasis.

•Length•Location•Repetition•Explicitness (clear ,definite)•Format•Mechanics

5.Provide paragraph coherence. (consistency)

•Make a smooth transition from one sentence or paragraph to the next.( in addition ,furthermore)

•Use transitional words.•Use tie-in sentences.

Using Unbiased Language

•Avoid gender biased language-Chairman, postman, mailman etc

•Avoid other-biased language, using may be culture, nationality etc.

Composing With Style

•Develop your own unique style.

•Be yourself and allow your personality to shine through.