Unit 2 3 Partnerships and Training

7/29/2019 Unit 2 3 Partnerships and Training

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Partnerships and

TrainingUnits 2 & 3

Prof. dr. Srebren Dizdar


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"Love means never having tosay you're sorry"

When was the last time you haveactually written a letter to someone?

Or, when was the last time youewere in love?

Even, more, have you ever written alove letter to the person you hadbeen in love with?


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Do you know how to writeLove Letters?

Do you need to learn how to write LoveLetters? Not an easy task a list of tips andhelpful ideas has been compiled on writinglove letters.

Love letters are completely personal andthe tone and content of the love letterdepends on you and the person to whomyou are you are writing a love letter.

Should the letter be highly romantic orshould it contain some humour? What typeof love letter do you think your loved onewould most like to receive?


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Inspiration for Love Letters -Beautiful Memories

Get yourself in the mood to send a loveletter. Think about all of the things thatyou really like and love about the other

person. Think about the time you havespent together and any special memoriesthat you have of your time together.

Make your love letter really personal by

reminding your loved one of theseoccasions. Here's some ideas for startinglove letters containing mutual memories:


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Do you remember...

One of the best days we spent togetherwas when:

I was reminded today of the tie

when... Listening to the radio I heard the

song... The lyrics reminded me of

you... Make a copy of the lyrics of the song

and include them in your love letter


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Martha and Sigmund Freud

Martha Freud has been revealed as intenselycompetent, an avid reader who knew theGerman classics and some world literature, andappealing to Sigmund as a proven source of calm

and security beyond the initial romance. Borninto an affluent family, which included arespected religious leader and universityprofessors, Martha, despite how she presentedherself, was sophisticated.

These two were married for more than 50 years.It was Martha who raised the Freuds six childrenwhile Sigmund worked as a psychologist as manyas 18 hours a day.


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The couples four-

year courtshiplasted between1882-1886, whenthe two exchangedsome 1,500 letters

and collaboratedon a secret diary.


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We dont have a single loveletter after marriage

After four years of exchanging hundreds oflove letters, Martha and Sigmund weremarried September 14, 1886.

Psychologist analyst Martin S. Bergmannsaid the love letters ceased after the twofinally were wed: We have wonderfulcourting letters before marriage, he said.

After marriage we only get laundryletters. Its all practical. We dont have asingle love letter after marriage.


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Partners in marriage

It seems that Martha and Sigmundpracticed not a conventionalmarriage after their passionate love

courtship. They were not an ordinarymarried couple, but more ofsoulmates or marital partners, as is

customary to label such relationshipsin the recent decades in the Westernworld.


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Partners in business

It is, however, quite normal to speakabout business partners, or partnerships.

Business partner is a term used to denotea commercial entity with which another

commercial entity has some formof alliance. This relationship may be ahighly contractual, exclusive bond inwhich both entities commit not to ally with

third parties. Alternatively, it may be avery loose arrangement designed largelyto impress customers and competitorswith the size of the network the business

partners belong to.


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Business partnership

The meaning of the term businespartner is quite different from

that implied in partnership, andit is because of the potential forconfusion between the two that

widespread use of 'businesspartner' has been discouraged attimes in the past.


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Business alliance

Abusiness allianceis an agreementbetween businesses, usuallymotivated by cost reduction and

improved service for the customer.Alliances are often bounded by asingle agreement with equitable risk

and opportunity share for all partiesinvolved and are typically managedby an integrated project team.


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Business correspondence

Most problems among partners arisefrom a lack of proper communication.Despite the legal framework expressed

in agreements, contracts and otherbinding stipulating documents, somepartners may not be happy with theactual execution of their partnerships,

which is often best seen in businesscorrespondence. This is particularly truein supplier customer relationship.


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Bartleby appears to be a boon to thepractice, as he produces a largevolume of high-quality work. One

day, though, when asked by thenarrator to help proofread a copieddocument, Bartleby answers withwhat soon becomes his stockresponse: "I would prefer not to."


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A real need to write businessletters

Everyone in business needs to writeletters. Its unavoidable if you want to runyour business or just stay in touch withyour suppliers and clients. How well ornot so well you write reflects on youand your business.

Write poorly constructed letters withunprofessional layout and format and youwill look like a rank amateur, no matterhow good you are at plumbing, cooking orwhatever it is you do.


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Business Correspondence- the Myth

The myth about business correspondenceis that it must be formal, standardized andoften terse. The writer seems to transform

him/herself from the personal to theinstitutional.

Letters appear to be written from oneinstitution to another rather than from

person to person. This does nothing morethan create ineffective communication.


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Business people atwork
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Business letter

Business letter refers to a form ofcommunication used when writing tocorporations or any institution that has a

formal structure. The letter is commonlymade for inquiries or correspondencebetween companies and external parties,clients or customers.

Below are the guidelines that can be usedif you want to make an interesting, formaland impressive business letter.


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Guidelines for a good businessletter

Type all letters on good quality businessstationery, preferably matching yourresume paper

Use either block style or modified blockstyle; do not use a memo format

Use black ink only

Limit your letter to one page, usually three

or four paragraphs Write in your own words, using your own

style


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More tips ...

Make it easy to read; use spell check andgrammar check

Make the format and layout attractive;

center the letter on the page; allow amplemargins; make it appealing to look at andinviting to the reader

Watch your sentence structure; proof readthe letter several times to be sure you aresaying what you want to say


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Do not e-mail or fax anybusiness correspondence

Do not send photocopies or genericletters; you can create a model letterwhich can be used many times with slightrevisions.

Do not e-mail or fax any businesscorrespondence (resumes, applications,letters, etc) unless you are specificallyasked to do so. Even then, follow it upwith a hard copy in the mail.

Be sure to sign the letter before you mailit.


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Think before you write.

Writing a business letter is not simply a matter ofexpressing your ideas clearly. The way you write aletter and the etiquette you employ may have asignificant impact on your success or failure inbusiness.

Failure to observe correct business letter etiquettecan result in you adopting an inappropriate tone,causing offense or misunderstandings, lack ofclarity or purpose and hostility or soured relations.

The foundation of good business letter etiquette is

Think before you write. You should be consideringwho the letter is addressed to, how and why? Thiswill then influence style, content and structure.


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A good writing style

It is important to develop a goodwriting style that not only reflectsgood grammar and sentence

structure, but also gives the readersome insight into the personality ofthe writer.

It is just as important, however, tobe able to express your self in clear,concise language so the readerknows exactly why you are writing.


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Types of business letters

Cover Letters (ApplicationLetter, Letter of Inquiry),

Letters of Acknowledgment, Thank You,

Acceptance, Refusal, and

Resignation.


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Since the needfor a faster andreliablecommunicationincreased inrecent decades,

a traditional orsnail mail hasbeen effectivelyreplaced by

using anelectronic or e-mail.
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Snail mail or smail

Snail mail or smail (from snail + mail) isnamed after the snail with its slow speedused to refer to letters carried byconventional postal delivery services. The

phrase refers to the lag-time betweendispatch of a letter and its receipt, versusthe virtually instantaneous dispatch anddelivery of its electronic equivalent, e-maill.

It is also known, more neutrally, as papermail, postal mail, land mail, or simply mail.An earlier term of the same type is surfacemail, coined retrospectively after thedevelopment ofairmail.


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What is E-mail?

Electronic mail (ore-mail) is a way ofcommunication.

Messages, usuallytext, are sent fromone person to

another viacomputer.


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Electronic mail


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Definition of an e-mail

It is short for electronic mail,the transmission ofmessages over communications networks. Themessages can be notes entered from the keyboardor electronic files stored on disk.

Most mainframes, minicomputers, andcomputer networks have an e-mail system.Some electronic-mail systems are confined to asingle computer system or network, but others havegateways to other computer systems,enabling users to send electronic mail anywhere inthe world. Companies that are fully computerizedmake extensive use of e-mail because it is fast,flexible, and reliable.


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Daily mailing

Let me rephrase the initiial question:How many e-mail messages have youwritten and sent so far?

And the answer is:a) More than 100

b) More than 1,000

c) More than 10,000d) I dont know


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How many times a day youcheck your e-mail?

Once,

Twice (morningand evening)

More than threetimes

Who knows ...


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Check your mail regularly

In business environment it isabsolutely essential to develop ahabit of checking your mail regularly.

It means not only to read it, or markit as read, but also to send a reply oranswer within the reasonable

amount of time, preferably within 24hours after receiving and reading it.


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Broadcasting

Most e-mail systems include arudimentary text editor forcomposing messages, but many

allow you to edit your messagesusing any editor you want. You thensend the message to the recipient byspecifying the recipient's address.

You can also send the same messageto several users at once. This iscalled broadcasting.
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Sent messages are stored in electronic mailboxes untilthe recipient fetches them. To see if you have any mail,

you may have to check your electronic mailboxperiodically, although many systems alert you whenmail is received. After reading your mail, you can storeit in a text file, forward it to other users, or delete it.

Copies of memos can be printed out on a printer if youwant a paper copy.All online services and Internet Service Providers(ISPs) offer e-mail, and most also support gateways sothat you can exchange mail with users of other

systems. Usually, it takes only a few seconds orminutes for mail to arrive at its destination. This is aparticularly effective way to communicate with a groupbecause you can broadcast a message or documnet to

everyone in the group at once.

Letter Writing Difficulties: Why


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Letter Writing Difficulties: Whyswitch to e-mail correspondence

We are used top using verbalcommunication methods rather thanwritten communication!

A letter is more formal! Spelling might be a concern

What is the correct format to use

when writing a letter?A Blank piece of paper! Where do I

start?


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Formal and informal letters

There are many different types of letters:

Decide what type of letter you need towrite and adopt a style to suit

Formal Letters - Usually business letters -a formal letter format is described in thispresentation Generally you will not know the recipient

personally, so the format, style and structure isapplied in a formal style

Informal Letters - Much easier to write


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Letter Heading

The style and content starts with the letterheadings - the address

Formal Letters:

Use Headed Paper, where available Company or Business address, email, Fax &

telephonedetails on the top left hand side of the page

On the Right hand side of the page include anyreference number. The date follows

Then the Customers title, name and address


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Informal letters:

Your Home address, email &telephone details on the topleft hand side of the page


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Letter Layout1. Letter Heading / Company logo

2. Address Details3. Reference Number:4. Date5. Customer Address Details6. Salutation: Dear xxxx,7. Re:8. First Paragraph

9. Second and Subsequent Paragraphs10. Closing Paragraph11.Yours sincerely, (Your name and Surname)

i i


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Letter Writing Format

All letters have a simple, basicformat! They all start with:

The Salutation

- Dear Mr. Smith, or, Dear Susan

Formal content for someone you don'tknow and informal for someone you do

know!

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Letterform

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General outline for a cover letter

1. Senders Address

2. City, State, Zip

3. Date of Letter

Use complete title and address ofyour Correspondent:

1. Name and Title

2. Address3. City, State, Zip


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Paragraphs

Three or four Paragraphs

All letters should have a minimum ofthree paragraphs

Opening Paragraph - reason for writing

Middle Paragraph - the Body or the MainText

Closing Paragraph - Look forward tohearing from you etc.

O i & Middl


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Opening & MiddleParagraph(s):

State why you are writing, name the position ortype of work for which you are applying andmention how you heard of the opening ororganization.

Explain why you are interested in working for thisemployer and specify your reasons for Desiringthis type of work. If you have had relevant workexperience or related education, be sure to pointit out, But do not reiterate your entire resume.

Emphasize skills or abilities you have that relateto the job for which you are applying. Be sure todo this in a confident manner and remember thatthe reader will view your letter of application asan example of your writing skills.


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Closing Paragraph:

If you apply for a job, you may referthe reader to your enclosed resume(Which gives a summary of your

qualifications) or whatever mediayou are using to illustrate yourtraining, interests and experience.

Have an appropriate closing to pavethe way for a continuous contact, orperhaps for a job interview.

Cl i th L tt


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Closing the Letter

Formal Style: "Yours sincerely","Yours faithfully"

Informal, friendly style: "Lovefrom..."

Spelling, Punctuation and


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Spelling, Punctuation andGrammar!

Always use the Spell Checker assoon as you have completed yourletter to check for spelling or

grammatical errors watchout for words which are speltsimilarly but have a different

meaning, e.g. there and their


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Grammar etiquette

Correct punctuation is important in order tocreate the correct Professional image:

Always start a paragraph with a

CAPITAL letterAlways use a capital letter following afull stop

When typing always leave 1 space aftera comma and after a full stop

Yours sincerely - faithfully, sincerely etc.should always be in lower case, theword Yours starts with a capital letter

R i f L tt W iti Ti


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Review of Letter Writing Tips

Decide the type of letter required whetherthe letter is to be formal or informal

Ensure all relevant and important details

are included in the Heading Remember the three (3) Paragraph Format

Follow the Layout rules when writing abusiness letter

Always remember to check carefullyon Spelling, Punctuation and Grammar.


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Business manners


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Friendly correspondence

You may not always be in a goodmood when meeting and talking to

your business associates or partners.

However, when writing to them, youcan appear polite and with goodmanners, even if it means to add a

few details that can make thecorrespondence a friendly venture.


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Add aSmiley


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Dont overdo it!!!


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Use them in a restrained way


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Smileys in E-mailSmileys Meanings

:-) User is smiling.

:-D User is laughing.

8-)User is smiling and wearingglasses.

: -( User is sad

:-O User made a mistake.

;-> User is winking.

: -~) User has a cold.


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: ' -~( User has a cold and is crying.

=:-o User is very surprised.

:-/ User does not believe you.

How is E-mail Different from Other


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How is E mail Different from OtherForms of Communication?

"It's cheap, fast, and convenient.What more could you ask for?

Electronic communication, becauseof its speed and broadcasting ability,is different from paper-basedcommunication. Because the

exchange of messages can be so fast,e-mail is more conversational thantraditional letters.

E mail is not as formal and neat as


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E-mail is not as formal and neat ascommunications on paper.

In a letter, it is very important to makeeverything completely clear because

your the other person may not have a

chance to ask questions, or their nativelanguage might the same as your own.With e-mail documents, the other

person can ask questions immediately.E-mail thus, like conversational speech,is not as formal and neat ascommunications on paper.

E-mail Guidelines


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E-mail Guidelines

Please note and follow the guidelinesbelow concerning the writing ofcompany e-mail messages.

Subjects

Give the message a subject/title. E-mail messages without a subject maynot be opened because of a fear ofviruses and especially note that it isvery easy to forget to type thisimportant information.

Subject contents


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Subject contents

Keep the subject short and clear butavoid such headings as:

Good News, Hello, Message fromMary. These headings are common in

messages containing viruses. Shortbut specific headings are needed,

Example:

Order No. 2348XDelayed ShipmentLaboratory Equipment Order

Greetings


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Greetings

Start the message with a greeting so as to help

create a friendly but business-like tone. Thechoice of using the other name versus thesurname will depend on who you are writing to. Ifyou have communicated with the receiver

previously and he/she is at a similar level to you,then the use of the other name would beappropriate.

If the receiver is more senior to you, or if you are

in doubt, it would be safer (particularly in the firstcommunication) to use the personssurname/family name together with a title,

e.g. Dear Mr. Smithson, Dear Ms Stringer.


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It is also becoming quite

common to write the greetingwithout a comma,

e.g. Dear Miss Lawsone.g. Dear KK

Purpose


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Purpose

Start with a clear indication of what the

message is about in the first paragraph.

Give full details in the followingparagraph(s). Make sure that the final

paragraph indicates what shouldhappen next.

A) I will send a messenger to your

office on Tuesday morning to collectthe faulty goods.B) Please let me have your order by the

beginning of the month.

Action


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ActionAny action that you want the reader

to do should be clearly described,using politeness phrases.

Subordinates should use

expressions such as 'Could you...' or' I would be grateful if...'. Superiorstaff should also use polite phrases,

for example,

'Please...'.


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Attachments

Make sure you refer, in the mainmessage, to any attachments youare adding and of course make

extra sure that you remember toinclude the attachment(s).

As attachments can transmit

viruses, try not to use them, unlessyou are sending complicateddocuments.


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Copy-and-paste text-only contents

Copy-and-paste text-onlycontents into the body of the e-mail.

If you use an attachment, makesure the file name describes the

content, and is not too general;e.g. 'message.doc' is bad, but 'QAReport 2011.doc' is good.


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Endings

End the message in a polite way.Common endings are:

Yours sincerely, Best regards, Best

wishes, Regards, If you did not put a comma after the

greeting at the beginning of the

message, then do not put a commaafter the ending either,e.g. Best wishese.g. Regards


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Names

Include your name at the end ofthe message. It is most annoyingto receive an email which does not

include the name of the sender.The problem is that often the

email address of the sender does

not indicate exactly who it is from,e.g. [email protected]


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E-Mail Heading

From: [email protected]

Civic.com

To: [email protected]

Date: Thursday, 24 March 2011

Re: Banning smoking


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DavidI'd like you to look into the health and safety issues relating tosmoking in the company's office, specifically:

1. What are the current regulations regarding smoking in theworkplace?

2. What are other companies like ours doing re. smoking?

3. a. Can we introduce a ban on smoking in this company?b. If we can, what procedure do we need to follow?

Could you please get back to me before next week's Senior

Management meeting on Thursday, 31 March 2011.

CheersSally


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Questions

Do you think Sally is senior,junior or approximately equal

to David?

Sally is senior to David.

Words that show that Sally is


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ysenior to David include:

'David'. A junior or equal would use 'Dear David' or'Hi David' instead, because longer expressions aremore polite.

'I'd like you to...' This is not a request, it is a polite

order. A junior or equal would have to use a morepolite request, such as 'I would be grateful if...' ('if'shows tentativity, which is polite) or 'Would youmind _ing...'

'Could you please get back to me' is another politeorder. It is polite as the deadline is only 7 daysaway.

Sally will be attending the Senior Management

meeting, so she is probably a senior manager.

Which parts of the text that


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Which parts of the text thatindicate this?

Although it is not necessaryfor names to be included in

an e-mail (since they arewritten at the top), Sally hasdone this.

Why?

Sally has included names in


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ythe e-mail because:

Names in e-mail addresses can be hard tounderstand.

the formality of names in e-mail addresses isfixed, but if you use names in the e-mail message

you can select the formality that you think iscorrect for this situation

leaving out the names would make the messagetoo impersonal, which would not be good for Sally

and David's inter-personal relationship there may be more than one 'S.Suen' in a big

company. Using more descriptive names in the e-mail avoids confusion.

Why has Sally used numberedi i hi il


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points in this e-mail?

Sally has used numbered points inthe e-mail to:

make the organisation of the e-mail clearer

give David an organisational

structure for his report

What are the examples of


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pinformal language in the e-

mail? The informal language includes:

"look into" - this is informal because

it is a phrasal verb

"Cheers" - an informal version of'Thank you.' This e-mail and the

instructions are quite formal, so atthe end Sally wants to be less formalto maintain her less formal

relationship with David.

B i ld i t


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Business world environment

B i t


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Business reports

How to Structure a Business


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Report

Title Page

This page carries the title of thereport along with the writers name,

date and other details if required.

Contents

This lists the various sections of the

report.

Synopsis


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Synopsis

This is an introduction to thereport and includes an

executive summary of what isto be expected in the reportand what the report explores.

You can specify yourobjectives and planning ideashere.

Terms of Reference


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Terms of Reference

List down who the report is meantfor and what it is about. List thedetails of your research.

You must specify whether it wasprimary research, secondary researchor both. Also mention the exact toolsthat were used to collect the data.

For example, questionnaires,telephonic interviews etc.

Detailed Findings


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Detailed Findings

Detailed FindingsThis section will typically show piecharts, bar graphs and otherstatistics found out from yourresearch.

Conclusions

Summarize your findings in detail.The implications of the findings willbe discussed in the next stage.

Recommendations


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Recommendations

You will now suggestsolutions, ideas or

recommendations basedon your findings.

Stick to brief paragraphsand crisp pointers.

Appendices & Bibliography


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Appendices & Bibliography

Appendices

This section is for reference. You can addadditional charts and graphs, samplequestionnaires and so on.

Bibliography

List all of the references used for thereport websites, newspapers, books,

journals, documentaries, movies etc. Thisusually appears in alphabetical order.

Executive summary


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y The executive summary provides the reader with

an overview of the reports essential information.

It is designed to be read by people who will nothave time to read the whole report or aredeciding if this is necessary; therefore, in yourexecutive summary you need to say as much aspossible in the fewest words (Weaver & Weaver,1977).

The executive summary should briefly outline thesubject matter, the background problem, thescope of the investigation, the method(s) ofanalysis, the important findings arguments andimportant issues raised in the discussion, the

conclusion and recommendations. The executivesummary should not just be an outline of thepoints to be covered in the report with no detailof the analysis that has taken place or conclusionsthat have been reached.

Usually written last


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Usually written last

The executive summary stands as anoverview at the front of the report but it isalso designed to be read alone without theaccompanying report (this would oftenoccur in the workplace); therefore, youneed to make sure it is self sufficient andcan be understood in isolation.

It is usually written last (so that itaccurately reflects the content of the

report) and is usually about two hundredto three hundred words long (i.e. not morethan a page).

Reports and Executive


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psummary

Definition of Executive


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Summary

The executive summary is usually nolonger than 10% of the originaldocument.

It can be anywhere from 1-10 pageslong, depending on the report'slength. Executive summaries are

written literally for an executive whomost likely DOES NOT have the timeto read the original.

The purpose of executive


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p psummary

Executive summaries make arecommendation

Accuracy is essential because

decisions will be made based on yoursummary by people who have notread the original

Executive summaries frequentlysummarize more than one document

Abstracts


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Abstracts

Abstracts, like all summaries, cover themain points of a piece of writing. Unlikeexecutive summaries written for non-specialist audiences, abstracts use the

same level of technical language andexpertise found in the article itself.

And unlike general summaries which canbe adapted in many ways to meet various

readers' and writers' needs, abstracts aretypically 150 to 250 words and follow setpatterns.

Processes for writing anExecutive Summary


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Executive Summary

Executive summaries are typically writtenfor longer reports. They should not bewritten until after your report is finished.Before writing your summary, try:

Summarizing the major sections of yourreport. You might even copy text fromyour report into the summary and thenedit it down.

Talking aloud or even tape recordingyourself summarizing sections of yourreport.

Questions to Ask Yourself asYou Write


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You Write

1. What is your report about?

2. Why is it important?

3. What is included in thereport?

4. What is included in eachsection?

Concise Statement


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As a cover sheet to your document,an executive summary need not gointo ANY mention of how youconducted your analysis and/or what

you are basing your conclusion on.Instead, begin with a concisestatement of the conclusion you

reached after conducting youranalysis and/or research is the paperthat will be attached.

Writing Recommendations


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g

After beginning with asummary statement of yourfindings, the executive

summary should go on toprovide a specificrecommendation for action

geared toward your audience.

More Complex


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pRecommendations

In other cases, the recommendationmight be complicated enough to

justify a summary of causes for the

recommendation. In this case, therecommendation paragraph usuallybegins with a summary of how the

writer reached the recommendation.

Justification


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Finally, an executive summary provides ananalysis and/or justification for theproposed action in terms the audience willconsider important.

In many cases, this might involve amonetary analysis as in the example to theright, but actions can be justified many

ways, depending on the concerns of theaudience and the topic of the report.

I hope you shall be able to use the


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knowledge learned today

Documents

Unit 2 3 Partnerships and Training