BMATWT 353 - Business of Building

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Business Communications
Source:  Spotlight Communications - Communications Master Class
http://www.spotlightcommunications.co.uk/comclass.htm

1.  Tips for Effective Communication
2.  A Three Step Communication Plan
3.  Use Simple English
4.  Know your Audience
5.  Effective Listening
6.  Presentation Tips
7.  Electronic Communication
8.  What's a Memo?

 Get it Right The First Time

 Clear English - Use small words, make the letter friendly, informative and easy to read.

 Place your key message first.  Time is of the essence (information overload)

 Know your audience.  Give them what they need to know.

 Organizations work best with open communications. Internal is as important as External.
 
 

Source:  Spotlight Communications, Communications Masterclass
 http://www.spotlightcommunications.co.uk/comclass.htm

Step 1

 WHO do I need to speak to?

      WHAT do I need to say?

       WHY do they need my message or information?

Step 2

HOW will I deliver my message or information?

WHERE should I deliver it?

WHEN should I do it ?
 

Step 3

 TEST the message.  Try it out on peers, subordinates, superiors.  Revise it.

Source:  Spotlight Communications, Communications Masterclass
 http://www.spotlightcommunications.co.uk/comclass.htm

 WHY USE SIMPLE ENGLISH
  1) To be understood - quickly, easily, and with a broad audience
  2) To save time - for you and for your reader/audience
  3) To save money - kill fewer trees, use less energy

The same message may need to be rephrased to meet the needs of different people. Think about selling to Architects vs. Selling to Contractors or Homeowners.

 

Effective Listening

 Hearing the message or information involved
 

 Understanding what is being conveyed
 

 Thinking about the relevance of the message or information
 

 Taking action as a result.

Source:  Spotlight Communications, Communications Masterclass
 http://www.spotlightcommunications.co.uk/comclass.htm

1) 2-5 minutes per slide (Tell Dr. Lee's story)

 2) 5-10(max) bullets per slide (Information overload, use your voice to expand.)

 3) Intro - Body - Recap  (Ever hear that things come in THREEs?)
  Tell them what you are going to tell them.
  Tell them.
  Tell them what you told them

FUNDAMENTALS OF LEAVING A PHONE MESSAGE:

Clearly enunciate:

• your name,
• your phone number,
• why you called and
• when you called.

 

 A Beginners Guide to Effective Email

http://www.webfoot.com/advice/email.top.html

 Differences between email & conventional communications

 Keep everything SHORT

 Conveying emotion.

 Percieved Status

 Greetings and Signatures
 

 Speed -> Can be more conversational than other written forms

Broadcast ability

 Lack of Context - No envelope, letterhead, magazine cover.  Be careful of your audience, casual OK for co-workers, if broadcasting to customers or copying Executive Staff you may want to be more careful

 Keep your lines short

 Keep your paragraphs short

 Keep your message short
 

Source: A Beginner's Guide To Effective Email, Kaitlin Duck Sherwood, http://www.webfoot.com/advice/email.top.html

 Asterisks - I *really* want to get this job.

 Capital letters - The BOSS had me out to lunch today.

 Punctuation - Hey, I scored a hat trick in hockey last night !!! :)  :)

 Watch your Grammar - Language status can be improved by using grammar- and spell-checkers.

 Signatures or self-introductions can reduce misconceptions.

 Greetings can often be dispensed with - this is a more casual medium
 Signatures are handy, convenient and considerate

Produced and maintained by David T. Damery
Building Materials and Wood Technology
Department of Natural Resources Conservation
College of Natural Resources and the Environment
University of Massachusetts, Amherst.