1-1 business writing for the fia workplace - class one/two review -
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Business Writing for the FIA Workplace
- Class One/Two Review -
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Business Writing Is . . .
Purposeful. It solves problems and conveys information.
Economical. It is concise. Reader-oriented. It focuses on the
receiver, not the sender.
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Three Main Functions of Business Communication
To inform To persuade To promote goodwill
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Purposeful, Positive, Reader Directed
Spotlight receiver benefits (with direct deposit, you’ll get paid more quickly and more easily).
Cultivate the "you" view (you will receive your pay in your bank account).
Express thoughts positively (you will be happy with the new system, not you won't be sorry that we switched).
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The “You” View
Sender-focused“In compliance with our new policy, we are requiring all HRA employees to submit personal banking information.”
Receiver-focused“Please submit your banking information by June 11th to ensure your pay will be safely deposited into your bank account.”
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Exercise: The “You” View and Positive Communication
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The Writing Process
Phase 1: PrewritingDefining primary purpose, analyzing audience,
adapting message to audience, achieving primary purpose
Phase 2: WritingOrganizing information, choosing writing plan ,
composing
Phase 3: RevisingReview draft, remember purpose, revise, revise, revise
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Prewriting: Define Your Purpose
To inform? To persuade? To promote goodwill?
________________________________ What do you want your reader to do? What action should your
communication produce?
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What Response Do You Anticipate?
Will your readers be neutral, positive, indifferent?
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Audience Response Determines Pattern of Organization
If mildly intereste
d
If pleased If neutral
DIRECT PATTERN
Good Newsor
Main Idea
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Audience Response Determines Pattern of Organization
If displeased or
disappointed
If unwilling oruninterested
If hostile
INDIRECT PATTERN
Bad Newsor Main Idea
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Characteristics of Successful Memos and E-Mail Messages
Single topic Conversational tone Conciseness Graphic highlighting (bullets/numbers)
of key information
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Handout: Direct Approach and Memo Writing Plan
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Organization of Memos
Subject line Opening Body Closing
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Subject Line
Summarize the main idea. Subject: Direct Deposit Program Subject: Electronic Deposit Subject: Direct Deposit Replaces
Paycheck
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Subject Line: Explains Main Idea
What is your primary purpose: what do you want from your reader?
_______________________________ Your banking information needed for
new, easy-to-use direct deposit payroll system.
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Opening
Start directly; restate and amplify the main idea.
Indirect (ineffective) opening: I am writing this to let you know that in order to cut costs,
HRA will no longer be issuing pay checks. Our studies show that this new system will be much better and more cost effective.
All employees will no longer receive a paycheck. The entire FIA staff is now required to sign up for
electronic deposit of paychecks into their banks accounts.
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Opening States Main Idea: Main Idea is Your Primary Purpose
What do you want from your reader?
_______________________________ Give the payroll department a void
check to ensure you benefit from the new, safe, convenient, hassle-free payroll system.
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Body
Explains and discusses the topic. Provides reader benefits. Overcomes reader resistance. Reinforces required action. Uses graphic highlighting to emphasize
important information.
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Body
Compliance with direct deposit is mandatory. We need staff members to provide the name of their bank, bank account number, and routing number to the Payroll department in order to enroll in this program as quickly as possible. Your compliance is appreciated.
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Body
The direct deposit system automatically deposits your pay into your bank account. You will receive your payroll deduction information in the mail. There are many benefits with direct deposit:
No more standing in line to deposit your checkAccess your pay early (12:00 midnight on payday)No lost paychecksGet access to your pay even when you are sick or on
vacation
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Closing
Request action, including an end date. Summarize the message, or Provide a closing thought.
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Closing
If you have any questions, please don’t hesitate to ask.Your compliance with this policy is most appreciated.
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Closing
So please, to enjoy the benefits of direct deposit paychecks, provide your supervisor with the necessary banking information by June 30th.
I appreciate that with your busy schedules this task may be an inconvenience, but I am confident you will soon reap the many rewards of the new payroll system.
If you have any questions or concerns, please call Payroll at 212 222-2122.
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