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The purpose of the subjectThe purpose of the subject
AAPlan draft review and write routine Plan draft review and write routine business correspondencebusiness correspondence
BBMake meeting arrangements, Make meeting arrangements, prepare meeting documents and prepare meeting documents and produce minutesproduce minutes
CCGather, research, analyse and Gather, research, analyse and present informationpresent information
Subject DescriptionSubject Description Write Simple Write Simple
DocumentsDocuments Organize Organize
MeetingsMeetingsAnalyse and Present Research Analyse and Present Research InformationInformation
Plan the documentPlan the document
Draft the documentDraft the document
Review the documentReview the document
Write the final documentWrite the final document
Write Simple DocumentsWrite Simple Documents
Subject DescriptionSubject Description Write Simple Write Simple DocumentsDocuments Organize Organize
MeetingsMeetings
Analyse and PresentAnalyse and PresentResearch InformationResearch InformationWrite Simple Write Simple
DocumentsDocuments
Organize Organize MeetingsMeetings
Organize MeetingsOrganize Meetings
Make Meeting ArrangementsMake Meeting Arrangements
Prepare documents for meetingPrepare documents for meeting
Record and produce meetingRecord and produce meeting
Subject DescriptionSubject Description Organize Organize
MeetingsMeetingsWrite Simple Write Simple DocumentsDocuments
Organize Organize MeetingsMeetings
Analyse and Present Research IAnalyse and Present Research Informationnformation
Analyse and Present Analyse and Present Research InformationResearch Information
Gather and organize informationGather and organize information
Research and analyse informationResearch and analyse information
Present informationPresent information
AssessmentAssessment
30%30% Class participationClass participation
45%45%Test or exercise on three Test or exercise on three competenciescompetencies
25%25%Final projectFinal project
P=50-59,P=50-59, C=60-69, C=60-69, D=70-79, D=70-79,
HD=80-100HD=80-100
Results will be one of the following:Results will be one of the following:
PX= PassPX= Pass (no higher grade (no higher grade
available)available) N = Fail (not yet N = Fail (not yet
competent)competent)
Learning ResourceLearning Resource Communications Theory and SkillsCommunications Theory and Skills Tilde Tilde
Green Series Tilde Skills custom edition 2007Green Series Tilde Skills custom edition 2007 Dwyer, Judith. 2005 Dwyer, Judith. 2005 The business The business
communication handbook,communication handbook, 7th Edition, 7th Edition, Pearson EducationPearson Education
Emmerson, Paul & Hamilton, Nick, 2005, Emmerson, Paul & Hamilton, Nick, 2005, Five-minute activities for business EnglishFive-minute activities for business English, , Cambridge University PressCambridge University Press
《管理沟通—成功管理的基石》 魏江、严进编著 机械《管理沟通—成功管理的基石》 魏江、严进编著 机械工业出版社 工业出版社 20072007 年年 11 月第一版月第一版
Chapter 1 Preparing to writeChapter 1 Preparing to write
TopicTopic 11
TopicTopic 22
TopicTopic 33
TopicTopic 44
TopicTopic 55
To write or To write or not to writenot to write Knowing yoKnowing yo
ur documeur documents typesnts types
IdentifyingIdentifying the purpose the purpose
and readerand reader
UnderstandingUnderstanding the the
contextcontext
GatheringGathering InformationInformation
Scenario1Scenario1
If you do notIf you do notunderstand exaunderstand exa
ctlyctlywhat your busiwhat your busi
nessnessCorrespondentCorrespondentwants. Will youwants. Will youprefer to write prefer to write
ororphone?phone?
Topic 1 To write or not to?Topic 1 To write or not to?
WriteWrite
if you need to if you need to keep a keep a permanent permanent recordrecord
if you are if you are distributing to a distributing to a wide audiencewide audience
if you want the if you want the receiver to be able receiver to be able to keep a to keep a permanent recordpermanent record
if the information is if the information is very technical or very technical or requires diagramsrequires diagrams
Scenario1Scenario1
Which kind of document Which kind of document will you prefer if you: will you prefer if you:
Say hello to your friendSay hello to your friend
Write down the content of the meetingWrite down the content of the meeting
Negotiate a key term with your customerNegotiate a key term with your customer
Topic 2 Knowing your Topic 2 Knowing your document typesdocument types
Business lettersBusiness letters1
MemorandumMemorandum2
Email and facsimile documentsEmail and facsimile documents3
Business LetterBusiness Letter
Writer’s contact detailsWriter’s contact details
The dateThe date
The recipient’s detailsThe recipient’s details
SalutationSalutation
BodyBody
Complementary closeComplementary close
Writer’s signatureWriter’s signature
Writing is not only knowing what youWriting is not only knowing what youwant to say and why; it is alsowant to say and why; it is alsoknowing how to write!knowing how to write!
A business letter typically A business letter typically includeinclude
Business LetterBusiness LetterYour company nameYour streetSuburb State PostcodeContact details (phone, fax, email)
Writer’s contact detailsWriter’s contact details
24 October 2005
Mr LancasterManaging DirectorTimar Pty Ltd16-18 Mowbray RoradGORDON NSW 2170
Dear Mr Lancaster
Re: The Printon 5000
Thank you for your letter requesting information on the latest printer in our range. The printon 5000 is capable of a variety of printing styles, all in our usual unbeatable quality.
The printer takes up approximately 1m2of space and is whisper quiet. It will print in black and white and can reproduce a variety of grey tones.
I have enclosed a brochure that includes all the Printron 5000 specifications.I will contact you at the end of the week to discuss your requirements and give you a quote on price.Your sincerely
James MillerMarketing Manager
Enc
The dateThe date
The recipient’s detailsThe recipient’s details
SalutationSalutation
BodyBody
Complementary closeComplementary close
Writer’s signatureWriter’s signature
Common Business Letter Common Business Letter layoutlayout
A semi-bA semi-block styllock style (e ( 折衷式折衷式))
A full bloA full block style (ck style (齐头式齐头式 ))
LayoutLayout
Your company nameYour streetSuburb State PostcodeContact details (phone, fax, email)
24 October 2005
MrLancasterManaging DirectorTimarPty Ltd16-18 Mowbray RoradGORDON NSW 2170
Dear MrLancaster
Re: The Printon5000
Thank you for your letter requesting information on the latest printer in our range. The printon5000 is capable of a variety of printing styles, all in our usual unbeatable quality.
The printer takes up approximately 1m2of space and is whisper quiet. It will print in black and white and can reproduce a variety of grey tones.
I have enclosed a brochure that includes all the Printron5000 specifications.I will contact you at the end of the week to discuss your requirements and give you a quote on price.
Your sincerely
James MillerMarketing Manager
Enc
Your company nameYour streetSuburb State PostcodeContact details (phone, fax, email)
24 October 2005
Timar Pty Ltd16-18 Mowbray RoradGORDON NSW 2170
Attention: Mr Lancaster
Dear Mr Lancaster
Thank you for your letter requesting information on the latest printer in our range. The printon5000 is capable of a variety of printing styles, all in our usual unbeatable quality.
The printer takes up approximately 1m2of space and is whisper quiet. It will print in black and white and can reproduce a variety of grey tones.
I have enclosed a brochure that includes all the Printron 5000 specifications.I will contact you at the end of the week to discuss your requirements and give you a quote on price.
Your sincerely
James MillerMarketing Manager
sak:jmtl
Common Letter Common Letter Punctuation stylesPunctuation styles
OpenOpenMixedMixed
What are the What are the differencesdifferencesbetween the two between the two styles?styles?
OpenOpen
MixedMixed
Punctuation styles:Punctuation styles:
Memorandum
Memorandum
MemorandumMemorandum
Typically sent to a recipient inside an organizationTypically sent to a recipient inside an organization
Inter-office memos VS intra-office memosInter-office memos VS intra-office memos
Email and Facsimile
Email and Facsimile
documentsdocuments
Email and Facsimile documentsEmail and Facsimile documents
Commonly usedCommonly usedCommonly usedCommonly used
Efficient waysEfficient waysEfficient waysEfficient ways
Provide a Provide a permanent record permanent record
of a of a communicationcommunication
Provide a Provide a permanent record permanent record
of a of a communicationcommunication
Activity1Activity1Think about the best and worst letters you haveThink about the best and worst letters you haveever received.ever received.
Compare and contrast the differences between the Compare and contrast the differences between the twotwo
Are there letters? Memos? Faxes? Are there letters? Memos? Faxes? Emails?Emails?
Evaluate the effectiveness of the Evaluate the effectiveness of the lettersletters
Topic 3:Knowing your readers and purposeTopic 3:Knowing your readers and purpose
Action
Purpose
Motivation
Knowing your readerKnowing your reader
1
Get the right Get the right relationshiprelationship
2
Be familiar Be familiar withwith
3
Make it worthMake it worth
Topic 4: understanding the Topic 4: understanding the contextcontext
The people involved and
The people involved and
their rolestheir roles
The story so far
The story so far
The costs and
The costs and
benefitsbenefits
Legal consideration
Legal consideration
The factsThe factsContext
Context
Topic5:Active listeningTopic5:Active listening
Technique 1Technique 1
Technique 2Technique 2
Technique 3Technique 3
Technique 4Technique 4
Identify the main pointsIdentify the main points
Focus on the main pointsFocus on the main points
Ask for clarifying the key pointsAsk for clarifying the key points
Keep an open mindKeep an open mind
Speaking skillsSpeaking skills
skillskill
skillskill
skillskill
skillskill
skillskill
skillskill
skillskill
skill
Keep it short and simple
Avoid using jargon
Stick to the facts
Avoid being vague
Be positive
skillskill
Asking QuestionsAsking Questions
Open questions
Was the presentation good or poor?
What do you think about the presentation?
Closed questions
QuestionsQuestions
Activity2Activity2
Congratulations!
22Give two examples Give two examples of active listeningof active listeningtechniques or listeningtechniques or listening barriers?barriers?
11List 2 things you should do if you want people to listen to you.
Are you ready?
