Technical Writing for Admin pa & Secretaries

ICTD International Centre for Training and Development

How long?

  • 5 days
  • in person

What are the topics?

ICTD International Centre for Training and Development

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Who should attend

Those who are in a secretarial or administrative position, and who wish to improve their skills, or those who are about to be appointed to such a position.

About the course

This workshop seeks to equip participants who do secretarial duties with techniques and tools on how to carry out their duties well and manage their own motivation as well as difficult people.

Anyone who writes technical documents needs to be aware of the importance of writing for their audience which is the ‘Golden Rule’ in any technical writing. Many readers of technical reports, such as senior managers, may not fully understand the technical jargon. The report format and content needs to take this into consideration and aid the reader to make the necessary judgments.

This Secretarial and Administrative workshop is designed to enhance and improve the secretarial, administrative and people skills of secretaries. The administrative secretary must regularly exercise independent judgment and action, including making frequent decisions in line with delegated responsibilities from assigned supervisor. As such they must be effective and efficient in their time management and their people skills.

Technical writing needs to be as understandable as possible, and more often than not, needs far less detail. Delegates will practice writing language that is clear and concise.

Course Objectives

By the end of the program, participants will be able to:

  • Utilize the '7 C's of Business Writing
  • Understand how to ensure email is used professionally and effectively
  • Know the basic structure of agendas, email messages, business letters, business proposals, and business reports.
  • Know tips and techniques to use when deciding the most appropriate format to use for agendas, email messages, business letters, business proposals, and business reports.
  • Gain an overview of Request for Proposals, Projections, Executive Summaries, and Business Cases.
  • Define proofreading and understand techniques in improving proofreading skills.
  • List guidelines in printing and publishing business writing.

Course Outline

The Seven C's of Business Writing

  • Care - take pride in work
  • Clear - easy to understand
  • Correct - the right words
  • Concise - Is it too wordy
  • Creative - different styles
  • Complete - check the 5 W's
  • Courteous - be professional,
  • Keep reader's needs in mind

Controlling office technology before it controls you

  • Structuring Business Communication
  • Communication Basics
  • Defining your Message
  • Analyze your Audience
  • Structuring your Message

Developing a Business Writing Style

  • Roles of Written Communication
  • Good Written Communication
  • Communication Checklist
  • Develop an Effective Writing Style

Professional Email and Email Etiquette

  • Addressing Your Message.
  • Appropriate and Effect use of 'Urgent'
  • Make the most of your prime email-estate
  • Introduction – Body – Conclusion
  • Effective Subject lines:
  • Tell me what you want from me – in 1 line
  • Don’t make me scroll!
  • Don’t make me translate your sloppy language * Make it simple and fast to read
  • Don’t make me read redundant words
  • Salutation
  • Signoff and Signature
  • Corporate Communications Taglines
  • Using 'Draft'
  • Using 'Time Delays’
  • Grammar and Acronyms
  • Email Style

Writing for Special Circumstances

  • What is Tactful Writing?
  • Rules for Tactful Writing
  • Writing a Bad News Letter
  • Why the Need for Persuasive Writing?
  • Strategies for Persuasive Writing
  • Writing a Persuasive Letter

Writing Meeting Agendas

  • The Basic Structure
  • Choosing a Format
  • Writing the Agenda

Writing Proposals

  • The Basic Structure
  • Choosing a Format
  • Writing the Letter

Writing Reports

  • The Basic Structure
  • Choosing a Format
  • Writing the Letter

Other Types of Documents

  • Requests for Proposals
  • Projections
  • Executive Summaries
  • Business Cases

Writing with Professional Impact

  • Spelling
  • Grammar
  • Creating a Cheat Sheet

Writing Business Letters

  • The Basic Structure
  • Choosing a Format
  • Writing the Letter

Developing Oral Communication Skills

  • Guidelines for Effective Oral Communication
  • Planning
  • Key components to Enhance Oral Communication
  • Elements of Good Oral Communication
  • Principles of Effective Speeches
  • Speech Styles or Delivery Formats
  • Active Listening and Observation

Doing Business on the Telephone

  • Telephone Etiquette
  • Answering the Telephone Courteously
  • What to Tell the Caller
  • Handling Rude or Impatient Callers
  • Screening Calls
  • Taking Messages
  • Telephone Fundamentals
  • End Conversation Gracefully
  • Checking Messages and Returning Calls

Proofreading and Finishing - Avoid the Cringe

  • A Proofreading Primer
  • How Peer Review can help
  • Printing and Publishing

Course Methodology

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
  • Lectures
  • Case Studies and Self Questionaires
  • Group Work
  • Discussion
  • Presentation

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Technical Writing for Admin pa & Secretaries at ICTD International Centre for Training and Development

From  $3,300

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Disclaimer

Coursalytics is an independent platform to find, compare, and book executive courses. Coursalytics is not endorsed by, sponsored by, or otherwise affiliated with any business school or university.

Full disclaimer.