Effective Written Business Communication Maryland AAHAM Jim Grigsby CRCE- I, CHCS April 17, 2015

Effective Effective Written Written Business Business

CommunicationCommunicationMaryland AAHAM

Jim Grigsby CRCE- I, CHCS

April 17, 2015

Communicating Your Communicating Your MessageMessage

Copyright 2015 by Jim Grigsby. All rights reserved.


Improve your writing by reading


Dr. SeussDr. Seuss

I would not like them here or there.

I would like them anywhere. I do not like green eggs and

ham. I do not like them Sam-I-Am.

Green Eggs and Ham - 1960


David McCulloughDavid McCullough

He would stand at his place, back straight, walking stick in hand, at times letting the stick slip between thumb and forefinger to make a quick tap on the floor, as if to punctuate a point. The “clear and sonorous voice” would fill the room.

John Adams John Adams 2001


Why We WriteWhy We Write

To inform or explain

To ask for help or information

To move people to action


Effective Professional Effective Professional Business Writing Business Writing

Clear

Organized

Succinct


The Wrong ImpressionThe Wrong Impression

Punctuation errors Misspelled wordsPoor format

Redundancy Rambling


Cautionary Statement of Cautionary Statement of AdviceAdvice

Failure to avoid excessive utilization of multisyballistic verbiage to approximate extreme eruditeness, in an endeavor to astound beneficiaries of your profound abilities in composition, will generate a deleterious effect.


Your Business Writing Your Business Writing Reflects YouReflects You

Clear Concise Accurate Organized Professional


Reach Your AudienceReach Your Audience

Tailor writing to recipients

Emulate well-written documents


Proof ReadProof Read

Spelling and grammar Punctuation Accuracy Read each sentence

backwards Ask a colleague to review


Reference ManualsReference Manuals

Dictionary Oxford American, Webster’s, New

American www.dictionary.com www.m-w.com

Roget’s Thesaurus Elements of Style The Chicago Manual of Style


Most Valuable Tools Most Valuable Tools

Administrative Assistants

Business Writing classes


Specific DocumentsSpecific Documents

Memos Emails Letters Articles Reports & Executive Summaries


Action MemoAction Memo

Clearly state what you expect or need Why you need a specific action Deadline

Provide details Bullets Graphs Supporting documents


EmailEmail

Is email the best method to communicate?

Professional document - treat as a memo

Stop after two exchanges


RememberRemember

Email, texts, and diamonds are forever


LetterLetter

Clear, concise, and professional Organized content Appearance Format Printed envelope

Accurate Proof read


ReportReport

Factual and accurate Know your audience Professional

Organized content Charts Graphs Hyperlinks [electronic only]


ReportReport

Revise Proof read: double check

everything Professional appearance

Print Staple or bind


Executive SummaryExecutive Summary

Write for a busy executive Summary of key

information Reference the details Include graphs and charts


Published ArticlePublished Article

Credible professional writing Verify information Retain research notes and

documentation Ask a colleague to critique and

proof read Meet deadlines Expect editorial and peer review Know your employer’s policies


Effective WrittenEffective Written Business Communication Business Communication

Write clearly, accurately, and Write clearly, accurately, and professionallyprofessionally

Write for your audienceWrite for your audience

Read, review, and reviseRead, review, and revise


Thank YouThank You

Jim GrigsbyJim Grigsby

Jim Grigsby ConsultingJim Grigsby Consulting

772-539-1990772-539-1990

jgrigsby@[email protected]