Professional Business, Memo & Report Writing for Secretarial
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Become the "office writing expert!" Now you can gain the skills and techniques you need to write and edit all types of documents…and win the confidence of your boss.
- Write more quickly and with greater confidence
- Structure your writing for maximum impact
- Express your ideas more clearly and concisely
- Attract and hold your reader's attention
- Make a winning case through the written word
- Tailor your words to specific audiences
- Exploit techniques used by professional copywriters
- Handle large business writing tasks more efficiently
- Using Written Language to Communicate Effectively
- Business Proposal Purpose and Format
WRITING PROCESS USE INTRODUCTIONS AND CONCLUSIONS TO MAXIMIZE READER UNDERSTANDING.
- Write an introduction that ensures readers act and respond as you expect.
- Write conclusions and recommendations at the beginning.
- Prepare readers for your information to ensure they understand and remember.
- Use a blueprint framework readers appreciate for its clarity.
- Use visual tools so readers can see the organization as they read.
- End documents with a conclusion that ensures readers will do what you want.
- Use a device in the conclusion to check on readers to be sure they've acted as you expect.
THE EXPLICIT BUSINESS WRITING BEST PRACTICES
MODELS OF EXPLICIT BUSINESS DOCUMENTS
- Explicit e-mail
- Explicit letter
- Explicit memo
- Explicit short report
- Best practices for explicit business writing
WRITING THE DRAFT
- Paragraph length
- Topic sentence
- Paragraph unity and coherence
- Writing an opening
- Writing a closing
- Revision checklist
What is plain language?
- What isn't plain language?
- Why use plain language?
- How can I develop documentation in plain English?
What are the principles of plain language?
- Organizing information
- Designing an effective document
- Training in the Best Practices for Explicit Business Writing
- Know how to give readers what will achieve your objectives.
- Use strategies to accomplish your objectives.
- Provide precisely what the person asked for, under the specified conditions.
- Use planning methods to organize for maximum understanding.
- Use three strategies to write the same document for different readers.
- Know how to present topics in the correct order throughout.
- The audience question
- What is an audience?
- Types of audiences
- Captive audiences
- Non-captive audiences
- Experts, technicians, executives, and non-specialist audiences
- Primary, secondary and tertiary audiences
- Real or intended audience
WRITE FOR YOUR AUDIENCE
- Meet your audience's needs
- Set standards in style, form, graphics, and design
- Use writing techniques that result in favorable reader reactions.
- Present the information so readers react well to it.
- Use the message to build teams and partnerships with clients.
- Use the tone and level of formality so readers accept what you write.
FOLLOW THE SIMPLE RULES FOR WRITING CLEAR, CORRECT PARAGRAPHS, SENTENCES, AND WORDS.
- Write concisely but completely.
- Write paragraphs that help readers identify, understand, and remember concepts.
- Know the methods of writing sentences that are complete, simple, clear, and straightforward.
- Understand the correct use of punctuation.
- Select words every intended reader will understand.
- Select formatting that makes the text easy to read.
WRITING LETTERS AND ASSIGNMENT
EFFECTIVE LETTER WRITING
- Determine the purpose of your letter
- Determine the audience of your letter
- Keep your letters short
- Write with the YOU attitude
- Organizing your writing
- Choose an appropriate letter style
- Choose the appropriate punctuation style
- Writing so your reader cannot possibly misunderstand
- Avoid these objectionable expressions
- Conveying your message in as few words as possible
- Editing and proofreading your writing
- Remember the six Cs of writing
- E-mail is not an excuse to write poorly
TYPES OF LETTERS
- Letters of request
- Letters of claim
- Letters of persuasion
- Letters conveying good news and fulfilling a request
- Letters conveying negative news and refusal
FORMAT OF A LETTER
- Return address
- Inside address
- Complimentary closing
- Typed signature
Strategies for writing memos
- Characteristics of successful memos
- Language, Writing style and tone
- Headings and lists
- Tips for email memos
- Types of memos
- Procedures and non-confidential information
- Requesting information, Reply to information
- Confirmation of information
- Announcing activities or publicizing policies
WRITING PROPOSALS AND ASSIGNMENT
- Know the techniques for writing so clearly you cannot be misunderstood.
- Describe problems and issues in a way that ensures reader understanding.
- Write requests that guarantee you will get what you want.
- Explain concepts so clearly readers cannot misunderstand.
- Know the techniques for communicating technical subjects clearly to non-technical readers.
- Write instructions and procedures that readers can follow easily.
A variety of methodologies will be used during the course that includes:
- (30%) Based on Case Studies
- (30%) Techniques
- (30%) Role Play
- (10%) Concepts
- Pre-test and Post-test
- Variety of Learning Methods
- Case Studies and Self Questionaires
- Group Work
Who should attend
Administrative assistants, administrative support personnel, office managers and executive secretaries/assistants.