Transcripts
1. Introduction: Hello and welcome everyone. Welcome to the business
Writing Mini Clinic, the course where you Learn Effective Business
Writing Skills. My name is Sue has Dakota thrilled to have you
all here today as we embark on a journey to enhance your communication skills
in the world of business. In today's fast-paced and interconnected
business environment, the ability to
communicate clearly, concisely and
professionally through the written word is
an invaluable skill. Whether you're drafting email, reports, proposals, or
even social media updates. Your righting reflex, not
only your personal brand, but also the reputation
of your organization. Throughout this course,
we will delve into the fundamental principles
of business writing, exploring the techniques
that will help you convey your ideas
with precision, engage your readers, and
drive that desired outcome. Now, regardless of your current level of
writing proficiency, this course is designed
to provide you with practical insights and tools to take your business writing
to the next level. Now here's a glimpse what you can expect from this course. First of all, we
will touch base with understanding the importance of effective Business Writing. We'll start by exploring why clear and effective Writing is crucial in today's
business landscape and how it can impact
your career trajectory. Secondly, we will understand adapting your dominant style. Learn to adjust your
Writing tone and style to suit
different contexts, audiences, and
communication channels. Then we will understand
structuring your content. That we will discover
the Art of structuring your writing to ensure
logical flow and Coherent, making it easy for your readers
to follow your message. And last but not the least, we will understand crafting compelling e-mails
that we will Master the Art of Writing impactful email that not only
grab attention, but also convey your message succinctly and prom
desired action. By the end of this course, you will have gained the
skills to communicate confidently and effectively
through your writing. Whether you are addressing
your colleagues, clients, superiors, or even
external stakeholders. You'll also receive
personalized feedback and have the
opportunity to practice your skills through
various exercises and assignments that are
given along with the course. I encourage you to
actively participate, asked a lot of questions and engage in the discussions
throughout this course. Your involvement will not only enrich your
learning experience, but it will also contribute to the collective
growth of the class. So let's embark on this wonderful learning
journey together. I'm super excited to work
with each one of you and witnessed the transformation in your business writing skills. So let's get started.
2. Lecture 1 Business Writing Essentials: Let us start off by first understanding the
Business Writing Essentials. Now, Effective Business
Writing is very crucial for clear and
persuasive communication. Within the professional
environment. It involves the ability to
convey ideas, information, and messages in a Concise, go ahead and add a
professional manner. By mastering effective
Business Writing, individuals can enhance
the credibility, promote collaboration, and achieve their
communication goals. This skill is
especially important when crafting documents
such as emails, reports, proposals,
and presentation. For example. An introduction to Effective Business Writing would include understanding the
purpose of communication, identifying your
target audience, and then selecting
appropriate language and tone to achieve
the desired impact. So let's get started. Let us first of all
get introduced to something that we referred to as the power writing process. And the six Cs of
business writing. Now the power writing process
and the six Cs provide a framework for producing
Effective Business Writing. Power writing process is
a systematic approach to writing that consists
of five stages. Planning, organizing, writing,
editing, and reviewing. This process helps individual
structure their thoughts, organize their ideas, and refine their writing for
clarity and coherence. For example, when using the power writing process
and individually, might begin by outlining
the main points and objectives of the document
during the planning stage. And then proceed to
organize those points logically before starting
the actual writing process. Now let's look at the six important C's of
business writing. This six Cs represent the
key principles to consider when crafting any business
document. Completeness. Ensuring that all the
necessary information is included within the document, leaving no gaps or
any missing details. Size less. Striving for
brevity and clarity by using concise language and avoiding any
unnecessary reputation. Clarity, communicating
ideas clearly and unambiguously using
plain language and straightforward
sentence structure. Coherence, creating logical
connection between ideas, and maintaining a smooth flow of information within the document. Correctness, ensuring
accuracy in grammar, spelling, punctuation, and overall adherence to
Language Conventions. And last but not the
least, courtesy. Employing a respectful
and a professional tone. Considering the needs and expectation of the
intended audience. For example, when applying
the six Cs of business writer may ensure completeness by including all the
relevant details, supporting evidence, and addressing any
potential questions or concerns that the audience
might have in later stages. Now, one very important factor before going ahead and improving your business writing skills is Evaluating your existing
writing skills. Now, Evaluating writing
skills involves assessing once current
proficiency in Business Writing. This evaluation can be done to self-assessment
feedback from peers or supervisors or
professional assessments. By evaluating your
own writing skills, individuals can identify
their own strengths and weaknesses and set personal
goals for improvement. For example, an
individual might evaluate their writing skills by
reviewing any past documents, seeking feedback from
colleagues or supervisors, or using any writing
assessment tools. Based on this evaluation, they can go ahead and set specific goals to enhance
their grammar and punctuation, Improve clarity and coherence, and develop more
persuasive writing skills. And last but not the least, in this particular section, is ensuring completeness
of your documents. Ensuring completeness
involves verifying that a document includes all the necessary
information and meets the intended
purpose and objectives. It requires a thorough review of the content to
identify any gaps, missing details, or
incomplete sections. For example, in the context
of a project proposal, ensuring completeness
would involve verifying that all the project
requirements, objectives Timelines and resources
that are needed or clearly outline and
adequately addressed. It would also include confirming
that supporting data, research findings, and
any appendices are attachments are
included as necessary. Now so far, we have
understood that Business Writing Essentials
is a comprehensive guide that focuses on enhancing
effective communication through written correspondence
in a professional context. Now, this particular
course will cover all the fundamental principles
of business writing. And it will also equip you with the skills and
the knowledge that it necessary to excel in your written communication
in the corporate world. So let us quickly go
ahead and summarize whatever we covered in
this particular section. Before we proceed
to the next one, we got introduced to the concept of effective
Business Writing. This section provided
us an overview of the importance of clear and
concise business writing. It emphasized the role of written communication
in conveying ideas, building relationships, and achieving
organizational objectives. We also got introduced
to the concept of power writing and the six
Cs of business writing. The power writing
process is introduced as a structured approach to crafting impactful
written communication. It comprises of planning,
organising, writing, editing, and reviewing the
six Cs, which are clarity, conciseness, go ahead
and consistency, correctness and
concreteness serve as the guidelines for producing effective Business
documentation. We also understood how
important it is to evaluate your existing writing skills to set your own personal goals. This segment delve into the assessment of
one's writing skills. It encourages
self-reflection in order to Identify your own strengths
and areas of improvement. By setting personal goals, individuals can work
towards enhancing their writing proficiency and overall communication abilities. And last but not the least, we also touch base upon
completeness of document. Ensuring completeness
of document is crucial to convene the
intended message accurately. An example it could involve
drafting up project proposal. This section demonstrated how to include all the necessary
details such as objectives, scope, timeline, and the
resources required to ensure that the document is comprehensive
and informative. Nsaids, Business Writing
Essentials provide participants with the tools
to create a well-structured, concise, and compelling
business document. It fosters and Understanding
of the writing process, guides self-assessment
and emphasizes the importance of completeness, effective communication
within a professional realm. So that's it for this
particular section as of now, in the next section, we will get introduced
to the concept of Coherent Business
Writing. See you there.
3. Lecture 2 Coherent Business Writing: So let us now get introduced
to the concept of Coherent Business Writing and let us understand what
is the dollar bond. Now, go ahead and Business
Writing refers to the ability to create documents
that are well-structured, clear, and logically organized. It involves several
key aspects that contribute to the
overall coherence of the written content. The first and foremost being
identifying the purpose, goal, and audience for
your communication. Now, before starting to write, it is important to identify the purpose and the
goal of your document. Understanding the
intended audience. Also very crucial as it helps tailor the content to their
needs and expectation. For example, the purpose could
be something like writing a project proposal to secure funding for a new initiative. The goal could be to pursuing
the management team, to approve a new
marketing strategy. And your audience could be anybody between the executives, stakeholders, and
potential investors. The next step in Coherent
Business Writing is selecting relevant content and ensuring that completeness
of your document. Go ahead and business
writing requires selecting relevant and
essential information, Support the purpose and
goal of your document. It is essential to include all the necessary details and avoid omitting
crucial information. For example, project proposal. The relevant content would
include project objectives, timelines, budget,
team structure, and the expected outcomes. On the other hand, if
it is a sales report, then relevant content might
include sales figures, market analysis,
customer feedback, and recommendations
for improvement. The next step is structuring your content for Clarity
and logical flow. Structuring the content involves organizing the information
in a logical manner, ensuring that the ideas flow smoothly from one
point to another. This will help the reader
navigate the document easily and understand
the intended message. For example, using headings
and subheadings to divide the content into
sections based on different topics or
aspects of the subject. Or arranging information
in a chronological or a sequential order to present a step-by-step
process or timeline. The last and most important step in Coherent Business Writing. Linking sentences and
paragraphs effectively. Now, Effective linking of
sentences and paragraphs ensure Coherent transition
between ideas and concepts. It helps create a seamless
flow of information and enhances the overall readability and understanding
of the document. For example, using
transitional words and phrases like however. In addition, are therefore
to connect ideas. Indicate relationship
between the sentences. Employing topic
sentences and concluding sentences in paragraphs
to provide a clear focus. Summarization of your main idea. By incorporating
these principles of Coherent Business Writing, writers can effectively
convey their message and gauge the readers and achieve
their communication goals. Now, we understood
the entire concept of Coherent Business Writing, and we also understood the
steps involved in that. Now, let us study it with an
example as that will give us a better understanding of all the concepts that we've covered in this
particular section. Now what I want you to do is go to your resource section and download this particular
Word document that has been provided in
the Resources section. It says invitation to
annual company conference. Now I want you to go ahead and pause this video for maybe like five to 10 min and go through this document
once or twice. I have ensured that all the concepts that
we've covered in this particular
section have been incorporated in the
particular email that has been drafted out here. Once it goes through this email, we will go ahead and
go through this email once again collectively
in order to understand how all the
different elements of Coherent Business Writing
has been clubbed together and incorporated in this
particular email to give you a better understanding
of what we just studied. So let's go ahead
and pause this video and read this document
at least once or twice. I'm expecting that you
had paused the video, downloaded this
document, and maybe already have read it at
least once or twice. So let's go through this
particular activity together in order to get
a better understanding. Now the subject of
this particular Email is invitation to the
annual company conference. So I start this Email by saying deal and followed by
the employee name I trust this e-mail
finds you well, I'm excited to announce our upcoming annual
company Conference, which is scheduled
to take place on so-and-so date at
so-and-so venue. I would like to extend
a warm invitation to you to join us for
this important event. Now let's look at
how did we go ahead and identify the purpose, goal, and audience
that we are targeting? Now the purpose of the annual company
conference is to provide a platform for sharing the company's achievements
over the past year. Outlining a goals for
the coming year and fostering a sense of unity and collaboration among
our employees. A primary goal is to ensure
that each attendee leaves the confidence with a
clear understanding of a company's progress
and future direction. The audience for this event
includes all the employees across different departments and levels within the organization. Now the next thing that I'm
going to focus is selecting relevant content and ensuring the completeness of my document. I go about saying, to ensure a comprehensive
and engaging confidence, we have carefully
selected a range of topics that highlight
the key achievements, challenges, and
future initiatives. These Topics include
financial performance, new product launches,
employee recognition, and a panel discussion
on industry trends. By covering a diverse
range of subjects, we aim to provide
a holistic view of the company's journey
and future prospects. Then we come down to
our third concept, which is structuring the content for Clarity and a logical flow. So I go about saying, the conference agenda
has been meticulously structure to ensure a
smooth flow of information. We will begin an opening
keynote speech by a CEO, followed by sessions
that delve into specific areas of our operation. Each session will seamlessly
transition to the next, creating a logical
progression of topics that we keep the attendees
engaged and informed. And last but not the least, I'm ensuring that I'm linking all the sentences and paragraphs effectively in order to go ahead and create
a Coherent email. To all the contrary. Hence,
our speakers will use clear and concise language
to link ideas and concepts. For instance, after discussing
our financial performance, women smoothly transition
into a panel discussion where industry experts
will share insights on how market trends have
influenced our results. This seamless linking
of ideas will help the attendees connect the dots between different
aspects of our business. So please mark your calendar for the annual company Conference
on so-and-so date. Your participation is invaluable as we work together to shape
the future of accompany. We will be sending
out a detailed agenda and further instruction
closer to the date. Thank you for your
dedication and commitment to accompany success. I look forward to seeing
you at the conference. So in conclusion, go ahead and Business Writing embodies
a strategic approach to communication that
ensures your message resonates with
precision and impact. By LLP identifying the purpose, goal, and audience of
your communication, you set the foundation for
meaningful interaction, selecting pertinent content, and ensuring its completeness. Further refine your message, leaving no room for ambiguity
and misunderstanding. So always structure your content with
careful consideration for Clarity and logical flow
through these practices, I'm sure you can elevate your business communication to new heights of
effectiveness and influence
4. Lecture 3 Clarity in Business Writing: Let us now get familiar with the concept of Clarity
in Business Writing. Now, Communicating Clearly
in Business Writing is crucial for effective and
impactful communication within the corporate world. It involves several
key elements that contribute to conveying
message in a concise, precise, and easily
understandable manner. Writing clear openings
and headings. Now, clear openings
and headings helps set the tonal structure
of the document while providing a
roadmap for the readers, they should
succinctly introduced the main topic or purpose
of the communication, capturing the reader's
attention and guiding them through
the content. A classic example of a clear opening would
be something on the lines of introducing
a new marketing campaign, captivating audiences with
innovative strategies. A heading that says
financial report, water to 2023, profit margin analysis
and growth projections. The next step involves
creating clear, simple, and specific messages. Now, clear Business Writing, avoid any ambiguity and uses the language that is simple
and straightforward. Messages should be specific, leaving no room for
misinterpretation or confusion. Concise and focused
Language helps convey ideas efficiently and ensures readers grasp the intended meaning. A classic example of a clear and simple
message would be something on the lines
of a team achieved a 20 per cent increase in
sales this quarter due to effective customer
engagement strategies are a specific message, would be something on the
lines of please submit your expense reports for the
conference by June 30th, including all the receipts and breakdown of expenses
by category. The third very important step in clear business communication is adapting formality to
the business context. Now, adapting formality involves tailoring the tone and style of your writing to suit the business contexts and
the intended audience. Now it is essential to
strike the right balance between being
professional, respectful, and approachable based
on the purpose of the communication and
relationship with the recipient. For example, in a formal tone, you can start your e-mail by saying something
like dM is to Johnson and writing to inquire about the progress of a
partnership agreement. However, in a semi-formal tone, you can go ahead by
saying, hello team. I want to discuss the
upcoming project timeline during our meeting tomorrow. And last but not the
least in this section, Getting the formality
and the tone right? Now, getting the formality and don't write requires
understanding the expectations
and cultural norms of the business environment. It involves using
appropriate language, maintaining a
professional demeanor, and adapting the level
of formality based on the specific communication and the relationship
with the recipient. An example of
formality would be in a legal contract or
official memorandum. The language would be very formally structured and precise. However, and informality example would be in an Internet team, email or a casual
exchange with colleagues. A more relaxed and a
conversational tone can be used. Incorporating these practices
into Business Writing, individuals can enhance
clarity, understanding, and engagement in
their communication, leading to more
effective collaboration and successful outcomes. Now that we're familiar with
all the elements that go into building clarity of communication in
Business Writing. Let's understand it
with an example. Now once again, I would request
you to pause this video, download this document
from the resource section, and go through it once or twice. Before we go ahead
and look at it collectively in order to
get a better understanding. I'm expecting that
you have downloaded this resource and have
gone through it once. So now, let collectively go through it once
again and understand all the elements
that go in building a clear communication
in Business Writing. The subject of this
particular Email is new employees
on-boarding process. And I started this Email by saying, dear
department managers, we are excited to introduce an improved onboarding
process for a new employees
designed to enhance their integration and overall
experience at our company? This Email outlines the
key changes and provides instructions for implementing the new
process effectively. Now my objective you would be to have clear openings
and headings. Introducing the enhanced
onboarding process. I would go somewhere
on the lines of we understand
the importance of a seamless onboarding
process in ensuring our employees feel welcome
and equip for success. To that end, we have
restructured our on-boarding procedures to better align with our commitment
to excellence. The next objective is
creating clear, simple, and specific messages so that my message is conveyed
more actively. So I continue the
email by saying, our enhanced onboarding process focuses on simplicity
and clarity. New hires will receive a
personalized welcome email, which will include a detailed
agenda for the first week, a list of required documents and instructions for setting
up their workspace. Additionally, a
dedicated mentor will be assigned to guide them
through their initial weeks, answering any questions and
providing continuous support. In order to ensure
adapting formality to the business context, I would continue saying
the new onboarding process maintains a professional tone while ensuring a warm welcome, will recognize the
importance of making a new team members feel
valued from the outset. As such, the welcome e-mail
will strike a balance between formality and approachability reflecting
our company culture. If you observe
throughout the Email, my focus has been on ensuring that I get the formality
and the tone right. So I continue saying, while the onboarding
process remains a structured and
organized procedure, we want a new employees to
know that we are here to support them in every
step of the agility. The tone of communication will be very professional yet very friendly me to alleviate any potential anxieties and
foster a sense of belonging. Then I would go ahead
and incorporate the implementation details
in a bulleted format. The new onboarding
process will be affected starting so and so D, department managers
are requested to provide necessary information to HR for inclusion in the
personalized welcome emails. Hr will coordinate with it
to ensure that workstations are setup and ready for the new hires on
the very first day. We believe that this enhanced
onboarding process will contribute to a
smoother transition for our new employees. Ultimately lead to increase productivity and
job satisfaction. Thank you for your cooperation in implementing these changes. And please feel free to
reach out to the HR Spock if you have any questions or require any further
clarification. To summarize it, all. Effective Communication
in Business Writing is a multifaceted odd that requires careful attention to
several key elements. Writing clear openings and headings sets the tone
for your messages. Capturing your
reader's attention and guiding them through the
content that follows. Creating clear, simple,
and specific messages is essential for conveying information without
any ambiguity. As it allows your
audience to quickly grasp your intended meaning and
take the desired action. In a sense, The Art of clear
communication in Business Writing involves not
only the words you use, but also the way you structure
your entire message. The tone that you can weigh, the level of
formality you adopt. By mastering these aspects, you can create impactful
business communication that resonates with
your audience, fosters understanding, and
drives positive outcomes. That's it for this
particular section. As of now, I hope you enjoyed this one and I shall see
you in the next one.
5. Lecture 4 Concise Business Writing: Now, let us look
at the impotence of Concise communication
in Business Writing. Now Communicating Concisely in Business Writing is crucial for ensuring effective
communication and engaging your audience. Now here are some
strategies and examples for making your emails
concise and readable, as well as reducing
the paragraphs and the sentence lengths always start with a clear subject line. Use a descriptive
subject line that summarizes the content
of the Email Concisely. This helps the recipients understand the purpose
of the email at a glance and encourages them to open and
read it promptly. Secondly, use bullet
points are numbered lists. Instead of writing long
paragraphs breakdown your information into bullet
points are numbered list. This format will make it easier for the readers to
scan the content, grass the main
points quickly and navigate the Email
more efficiently. Now, yet are some strategies for reducing the paragraph length. The first of all, focus on
one main idea per paragraph. Each paragraph should convey
a single main idea or topic. This approach helps
maintain Clarity and prevents the paragraph
from becoming too long and overwhelming
for the reader. Secondly, always trim the unnecessary or
redundant information. Review your paragraph and remove any unnecessary or
redundant information that doesn't contribute
to the main message. Always aim for brevity without
sacrificing the Clarity. And last but not the least, let's look at some
of the strategies for reducing the
sentence length. First of all, avoid
wordy phrases. Look for opportunities
to replace wordy phrases with
concise alternatives. For example, instead
of saying due to the fact that you
can simply say, because our cells
use active voice, strong verbs up for
active voice sentences, and choose strong
words to convey your message more
directly and Concisely. Active voice sentences have a subject performing the action, which makes the sentences
clear and more engaging. By implementing
these strategies, you can enhance your business writing by making it Concise, readable, and engaging
to your audience. Remember to add up these
techniques based on the specific contexts and the purpose of your
communication. Now let us try to understand all this with the help
of an example. Now once again, I
would request you to go ahead and pause
this particular video. Go ahead and download the
resource file attached to this particular
course and look at this particular email that
has been drafted away you. And that is a reason why
I have mentioned that this is an incorrect way
of writing an email. I want you to just go ahead, pause this video and look at this particular email and
read it at least twice. I'm assuming that you pause the video and you have
gone through this email. Now let's do a
collective exercise and go through this email once. The subject of this
particular Email is follow up on a marketing strategy,
meeting action items. Email goes something
like this, dear team. I hope this e-mail
finds you well. I wanted to follow up on a recent marketing
strategy meeting that we had last week. Now, during the meeting, we discussed various
action items and task that needs
to be completed. I just wanted to remind everyone
about the importance of this action items
and the role that they play in our overall
marketing strategy. Please take some time
to review the list of action items
that were discussed during the meeting
and make sure to complete them by deadlines
that were assigned. Your cooperation in this matter
is greatly appreciate it. Now since we have gone
through this email, I want you to just
once again pause this particular video and
think what is so incorrect about this particular Email
and what can be done so as to go ahead and make this
Email more professionally. And to the point, think of all the different
ideas that come to your mind. Because when it comes
to Business Writing, no idea is right or wrong. I want you to go ahead and grab a pen and paper and write down all the points that
come to your mind that will make this
Email more concise. And to the point, I'm hoping that you have done
this particular exercise. And now we will go through the correct way of drafting
this particular email. Or I would say a more
subtle and to the point where making this Email very
concise and to the point, okay, so the subject
line goes urgent, complete marketing strategy, action items by a
particular deadline. So I'm giving a definite
date over here. The email goes
something like this. Team following a marketing
strategy meeting last week, we need immediate action
on the discuss task. Please review the list below
and ensure completion. Once again, I'm mentioning
that deadline over you. And then I go ahead and put my information
in bulleted format. I say, number one, conduct
competitor analysis, number to Draft social media
content for Q3 campaign. And number three,
research industry trends. Let's drive our marketing
strategy forward and reach out if
clarification is needed. Now have you observe the
difference between the two? The second one is more
concise and to the point, it is exactly delivering
the message that is intended to be delivered to the recipient in
the incorrect way, the Email is logos
and it lacks clarity. However, in the correct way, the Email is more
concise, specific, and action oriented,
making it easier for the recipient to understand and quickly act upon
the information. So that's it for this
particular lecture. As of now. In the next lecture,
we will look at Correct Business
Writing Conventions and languages that are crucial for effective communication in
a professional setting. So I hope you enjoyed this one. I'll see you in the next one.
6. Lecture 5 Convention and Language: Now let us look at one more important aspect
of business writing. And that is using the correct
Convention and Language. Now, Correct Business Writing
Conventions and Language, I'll crucial for
effective communication in a professional setting. Formatting conventions
ensures that your document appears polished
and visually appealing. So let's go ahead and
elaborate on some of the aspects of Convention and Language
in Business Writing. Using formatting
and conventions, but professional documents. Now, maintaining a consistent layout
throughout the document, including the font, type, font size, and spacing. This consistency
enhances the readability and professionalism
of your document. For example, you can use
a professional font like Arial or Times New Roman
font size of 11 or 12. And also ensure that you use consistent line spacing and alignment within your document. Another example is to utilize appropriate headings
and subheadings to organize the content. Use a large font size, bold, or underlined headings
to make them stand out. Proper use of whitespaces. Now use appropriate whitespaces like margins, line breaks, and spacing, to create a balanced and a visually
pleasing document. Whitespaces help
improve the readability and the comprehension
of your document. For example, maintain
sufficient margins on all sides of the document to provide breathing
space for the content. And also use line breaks
are bullet points, two separate key points
are items in your list, making them easier to scan and understand using
correct grammar, spelling, and punctuation errors to be completely avoided. Maintaining correct grammar,
spelling and punctuation is essential for conveying
professionalism and Clarity in your writing. Proofreading and editing. Always review your Writing for errors before finalizing
the document. Check for grammatical
mistakes, spelling errors, and punctuation
errors that might affect the clarity
of your message. For example, use grammar and
spell check tools such as the one available in word processing software is
to catch any common errors. However, remember
that automated tools may not identify all
the mistakes directly. So also manually reviewed
the document as well. And secondly, read all your writing aloud or ask a
colleague to proofread it. This approach helps identify errors that might be
missed when reading. Silently, focus on
clarity and precision. Ensure that your
sentences are clear, concise, and convey your
intended message accurately. Avoid any ambiguity. Run-on sentences and any
excessive use of Joggins. For example, break
long sentences into short ones to enhance readability and reduce
the chance of confusion. And choose precise words and phrases to express your ideas away any vague or
overly complex language that might confuse your reader. Now let's understand
all these points that we just studied with
the help of an example. Now once again, I want you to download this particular
resource file, pause the video, and read this particular email
once or at least twice. Now I'm expecting that
you must have downloaded this resource and you have already gone through this email. Now, if you observe that I
have specifically mentioned that this is an incorrect
way of writing an email. Let's collectively go to
this particular Email, read it once, and
then we will also see what is the correct way
of writing an email. Then we will go ahead and work comparison between the two. By subject line says new
marketing campaign. High team. They are launching a
new marketing campaign next week and it's
gonna be so exciting. Please make sure you
get all your materials ready asap. Thank you very much. Now, if you observe
this particular email, it's written in a
very informal manner. Probably you can
go ahead and write this particular
informal email or maybe a colleague or will
somebody within your team. But however, in a
formula environment, I would definitely not recommend
this kind of an email. You should stick
to your guidelines and you should ensure that all the guidelines that
have been presented in this particular lecture
series are abided by, incorporated in all your
professional emails. Now let's go ahead and look at the correct way of writing
this particular Email. I'm going ahead and
conveying the same message, but now in a more
professional tone, you will also observe the devil, lot of grammatical errors,
punctuation errors, and lot of WhatsApp kind of
language that was used in the previous email have been completely avoided in this one, the subject goes
as Upcoming launch of new marketing campaign dot. I'm thrilled to announce
the upcoming launch of a new marketing
campaign next week. To ensure a successful rollout, please prepare all the
necessary materials by a given deadline. Thank you for your dedication
for this initiative. Best regards. Now, since we had gone through
both these emails, I would request
you to once again, pause this particular video and compare the two types of emails that you've
just gone through, write down all observations
that come to your mind. And I would suggest
that tried to rewrite this particular email in a correct format using
your own Language. However, I would just like to highlight that in
the incorrect way. The Email actually lacked proper capitalization
punctuation. And it also uses a lot
of informal language. In the corrected with the Email follows proper Business
Writing Conventions by using a very formal don't correct capitalization and punctuation
and clear instructions. Now, this helps to maintain a professional image and ensures
effective communication. So in conclusion, adhering to Correct Business
Writing Conventions and Language is fundamental
for conveying professionalism and Clarity
in your communication. Utilizing formatting conventions designed for formal documents ensures that your
content is visually appealing and easy to navigate. Enhancing the reader's
experience by integrating proper formatting and
impeccable language skills into your business writing. You not only uphold
your reputation, but also established
a higher standard of communication that
reflex positivity on your organization. These practices
collectively contribute to effective Business Communication
that resonates with your audience and fosters
trust and credibility. So that's it for this
lecture as of now, I'll see you in the next one.
7. Lecture 6 Mini Clinic: So let us go ahead and summarize whatever we learned
in this lecture series. And let's look at the
takeaways that we can take from this
particular course. Now in this business
Writing Mini Clinic course, our focus was on Evaluating
the business writing skills against the best practices and Setting goals
for improvement. Evaluating business writing
skills involve assessing your existing writing skills against the established
best practices. To Identify your
areas of improvement, you need to assess
whether your Writing actually conveys the information
clearly and concisely. Review the use of Joggins,
unnecessary words, and convoluted sentence
structures ensure that your message is easily understandable to the
intended audience. For example, you
need to evaluate if your sentences are
concise and to the point, avoiding any excessive
wordiness aimed to communicate ideas using clear and straightforward
language. And also assess the logical
flow of your Writing. Ensure that the ideas
are presented in a coherent manner with clear connections between
sentences and paragraphs. Focus on don't and
professionalism. Evaluate the tone and
professionalism of your writing. Consider in the language, style, and formality aligned with the intended audience and the
purpose of your document. For example, assets, whether the tone of your writing
is appropriate for the context and up the level of formality based on the
intended readership. Such as adjusting the tone for a formal report versus
an internal email. Review the use of
professional language and avoid any colloquialism. Slang, or informal expressions. Ensure that you are writing maintains a polished
at a professional. Don't always said goals and action plans for
your improvement. Setting goals and action plan is essential to enhance
Business Writing Skills. Year or two examples of
how you can approach this. Enhancing the clarity
and conciseness. For that, you can build an
action plan as follows. The video grammar and sentence
structure to eliminate any unnecessary words and
Improve the sentence Clarity. Use active voice instead of passive voice to make your writing more
direct and concise and practice summarizing
complex ideas into concise statements without
losing the key information. In the second example, let's say your
goal is to improve the tonal professionalism
of your e-mails. Then the action plan would be to study the writing styles and tones appropriate for different business
contexts and audiences. Seek feedback from
colleagues or mentors to identify areas where
the tone may be improved. And last but not the least, read and analyze well-written
business documents to understand how
professionals convey professionalism and
established a suitable tone as a last exercise in this
entire lecture series, yet is what you have to do. Now the exercise involves around writing a sample
Business Email to Teams for proposing the slogan for an Upcoming
corporate Marathon. Even now, as you can see in the attachment that has
been provided to you, a sample email has
been written down, and I have one seconds
specifically mentioned that this is not the right way of going ahead and
drafting an email. I want you to go ahead and download this particular email. Pause for a few minutes, read this particular email, then sit down with a
pen and paper and think of all the different
ideas in which you can go ahead and draft a
professional email that gives the exact message that is
intended to the right audience. And to the point, I want you to go ahead and
pause this video where you write down all the
points that come to your mind and Draft a
wonderful business email that conveys the message to the right audience
in the right manner. If you scroll down
on the same page, you will observe that I
have also gone ahead and attached and improvised version
of this particular email. But I would highly recommend you do not go ahead and read it until and unless
you have completed this exercise all by yourself. As we conclude the
course over here, I'm assuming that
you now possess a refined understanding of
business Writing Excellence. Now you're better
equipped to navigate the intricacies of
purposeful communication. Transforming your ideas into clear and impactful messages that resonate with
different audience. Than noticed that
you've gained from this course will
undoubtedly bolster the professional communication
endeavours and also contribute to your
overall effectiveness in the corporate world. I wish you all the very
best for your future. Then take care and God bless you
The Guruskool
