Chapter 1

Chapter 1

# Steps to good business writing

i) Remember ABC

A= Accurate B= brief C=Clear

ii) Be courteous

iii) Use appropriate tone: Polite / personal a) Position / designation

b) Organization type

C) Age and Relation

iv) Write naturally

Short phrase / familiar word

V) Use kiss principle

KISS= keep it short and simple

- Avoid complex word

Purchase - -Buy

Regarding – about

- Avoid phrase / use short phrase

vi) Use modern terminology

be smart in writing

vii) Include essential

viii) Be consistent

maintain all formalities / structure

ix) Use active voice

x) Compose CLEAR communication

C= clear L= logical E= empathetic A= accurate R= right

#Forms of Business Communication

1) Internal

2) External

3) Personal

1) Internal Operation: exchange within the organizational communication operational plan( how to communicate) like- upward , downward(zigzag), lateral, diagonal( different written communication) used memo

2) External Communication: Exchange of information communication with outside

Can’t use Memo (don’t provide business plan)

3) Personal Communication: communication for non-business activities

Except-memo

# Communication Network:

1) Formal Communication

- Structured

- Change of command(designation)

2) Informal communication ( grapevine)

- Unstructured

- No chain of command

# Communication process/ steps of communication process

1) Idea generation

2) Interpretation

3) Encoding

Formal, informal, written, oral, Electronic

4) Sending message

Email, Telephone (medium)

5) Decoding(interpret)

6) Encoding

7) Feedback

# media of communication

## how to write good business letter

Upward and Downward

# Objectives of downward communication

1) To direct the responsibilities

2) To encourage

3) Job significance: importance, promotional policy, self achievement areas, job satisfaction

4) Job rationality: importance of on the post of the person.

# Forms of downward communication:

1) Letter

2) Circular

3) Bulletin

4) Annual Reports

5) Prioticals

6) Memo or Memorandum

7) Employees handbook( employees responsibilities)

8) E-mail

9) meeting

# Forms of upward communication

1) letter

2) Report

3) Complain and suggestion box

4) Open-door policy

5) Counseling

6) Social gathering

7) Quality circle

8) Grapevine(rumor, who are send rumor)

9) E-mail

# Advantage of upward communication

1) Decision making (more opinion easy solution)

2) Feedback(correction become easy) rectification because of participation

3) Motivation ( employees are motivated)

- For participation on decision making employees become motivated

4) Creativity is encouraged

5) Good relation

# Disadvantage of upward communication

1) Fear

2) Distortion

3) By passing

4) Flattery

5) Break discipline