After planning steps in communicating the message have been complete we have to consider specific writing principles to help

us choose right words syntax and sentences for our letter report memonorandums etc.

1. 2. 3. 4. 5. 6. 7.

Correctness Conciseness Clarity Completeness Concreteness Consideration Courtesy

1. Correctness:To be correct in communication the following principles should be borne in mind.

1. 2. 3. 4. 5.

Use the correct level of language Include only facts words and figures Maintain acceptable writing mechanics Apply the following qualities There should be proper grammar punctuation spelling and paragraphing

2. Conciseness:Business exectives are dead-busy. They dont have time to go through unnecessarily lengthy messages. The writer is also a loser if he writes wordy messages because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible

1. Eliminate wordy Expressions. 2. Include only relevant material. 3. Avoided unnecessary Repetition.

3. Clarity:Clarity demands that the business message should be correct concise complete concrete and with consideration

1. Use the right level of language 2. Proper punctuation make the writing clear 3. Check Accurey of fact figure & Words

4. Completeness:The message should be complete to bring desirable results. It should include everything the reader needs for the reaction you desire. You must know what information our reader wants or needs You should be able to know the readers background viewpoint needs attitudes and emotions.

1. Provide all necessary information. 2. Answer all questions asked.

3. Give something Extra, when Desirable.

5. Concreteness:The business writing should be specific definite unambiguous and vivid rather than vague and general The following guidelines lead to concreateness.

1. Use specific facts and figures 2. Put action in your verb 3. Choose vivid image building words.

6. Consideration:Consideration refers to you attitude sympathy the human touch and understanding of human nature. Consideration means the message with the receiver in mind. You should try to visualize your readers their desires problems emotions circumstances and possible reaction to your request.

1. Focus on you instead I & We 2. Show reader benefit or interest in reader 3. Emphasize

7. Courtesy:Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous message strengthen present relations and make new friends. It is a goodwill building.

1. Answer your mail promptly 2. Be sincerely tactful thoughtful and appreciative 3. Use expressions that show respect

4. Standardizing 5. Companies have started realizing the importance for Standardizing ( ie ) Structuring the formats for internal and external communication purposes. The company achieves the following benefits from standardizing the formats for communication 6. 1) minimize mistakes which arise due to human errors 2) takes less time for preparation and for understanding the contents of the communication 3) helps to achieve uniformity facilitating easy processing 4) helps to achieve user friendly system making any employee to work in the system easily 5) to link branch offices situated at different locations, to link different operations of the business, etc using computer 6) standardizing the functions will facilitate implementation of the system in the subsequent stage 7. examples 8. 1) Purchase order used by the purchase department in a company 2) Leave letter of the employees used in the HR department 3) Quotation for the enquiry of the customer in the Marketing department 4) Material requisition note issued by the Production department, etc 9. Systematizing 10. Companies started realizing that system is more effective in managing the people than men management. The system implemented ensures that people are discharging their duties without the need for manager monitoring them. Added to that the application of the computer in all the fields of the business using the required software has facilitated the Managers to

function more efficiently with accurate data whenever required with less cost. The manpower required for implementing and operating the system is also considerably reduced with the introduction of the computers in the system. 11. Hence companies have stared implementing computer aided systems in all the functional areas of business like Production, Finance, Marketing and Human Resource Development departments 12. The Partner of the company who is abroad can know the stock availability of the product in the warehouse of the factory through on line without asking anybody for information, the Marketing Manager of the company can know the dealers monthly purchases through on line, etc 13. Thus the business organizations have realized that it can grow well only by maintaining transparency in their transactions ( communicated through on line system ) within the stakeholders using the computer applications incorporated in the system 14. They have realized that the companies provide the following advantages 15. 1) Increased labour / machine productivity 2) Improvement in quality 3) Minimizes wastage 4) Reduces cost 5) Reduces problem arising out of men employed 6) Increases customer satisfaction due to quick and efficient service 7) Increased revenue 8) Increases connectivity of departments 9) Helps the companies to cater to a larger market located at different locations, etc 16. Lot software packages are available in the market which systematize the operations of communicating the information to the people concerned 17. Hence almost all the companies, even in the under developed countries, are adopting System based operations wherever possible in their business transactions to develop an effective communication system 18. Selecting 19. It is impossible for any company to Standardise and Systematise all the communicating operations in the

departments which may be due to un viability reason or may be due to varieties of operations involved or may be because of any other reason 20. Hence the companies conduct cost benefit analysis or study the importance of the activity and decides to implement system for communication purpose where it feels systematized information providing system is worthwhile implementing 21. Hence the companies adopts ABC analysis, VED analysis, etc of the activities for selecting the activity 22. Selection process helps in identifying the area in which communication system to be established 23. Supporting 24. Companies have started using mechanical devices in the communication system to ensure effective communication like Video conferencing equipments, Over head projectors, LCD, Movie camera, etc incorporated in the system to communicate with the stake holders of the company. 25. These mechanical devices provide many benefits to the management in ensuring effective communication like 26. 1) Quick transfer of message 2) Minimizes cost ( minimizes expenses towards travel expenses, venue, etc ) 3) Ensures accurate information 4) Facilitates accessibility for many at the same time 5) Minimizes dependency on others / other agencies in passing on the message, etc 27. Hence with the available advanced technology mechanical devices the companies are achieving the basic function of communication very effectively Characteristics

There is a time and place for everything. When you are working
behind a desk, it is a time and place for business and professional communication. If you want to be taken seriously, you want to be able to communicate in a clear, concise manner. Come up with the big idea and then follow these 10 steps to business communication.

\Organization Organize your thoughts so the communication flows from start to finish without jumping around. Try starting with an outline. If this does not work, get your thoughts down on paper with three to five sentences per paragraph. Then move the paragraphs around. Once you know what the important points are, write your introductory paragraph and conclusion. Be sure to include next steps in the conclusion or what action you want the reader to take. Do not forget to include a due date or deadline. Tone Be assertive in your writing to gain your audience's trust. Using a passive voice may lead your readers to think you do not know what you are talking about. Use strong action verbs whenever possible. Professionalism Be professional. Set the tone up front in your opening paragraph with the purpose of the communication whether it is informative, educational, an update, and so forth. Leave the witty remarks and humor for the water cooler. Try not to be condescending. Avoid Long Sentences Be concise, and get to the point. Avoid long sentences and big words. If your reader needs to go back and re-read a sentence or look up a word, the flow and thought process has been interrupted, and you might not be able to get him back to the point you were trying to make. Facts Stick to the facts. Verify the facts. If you are quoting from a source, cite it. Be objective and try to keep personal opinion out of your business communication.

Grammar Use proper grammar. Write in plain English and avoid slang. Use terms commonly used in your profession. Do not throw in foreign words just for the fun of it. Avoid using texting shorthand, such as "UR" instead of "you are." Lists For itemized lists, use bullet points that are brief and to the point. This works great for lists of four to five important points you are trying to make. Two or three points can be worked into one or two sentences. Avoid using long lists. Format Use the correct format, whether for an internal memorandum, a letter or minutes from a meeting. If you are not sure, see if your word processing software offers templates. If you are plan to e-mail your document as an attachment, save your document correctly and in a version that others will be able to open. Proofreading Check spelling, and use correct punctuation and capitalization. Don't rely on spelling tools to catch errors: a word that is spelled correctly could be the wrong word to use in the sentence. Don't wait until the next morning to proofread your document over a fresh cup of coffee, because everything moves at a fast pace in the business world. Do something else and then come back to your document. Read it out loud. It should read through smoothly. Fix areas that you stumble on. If this is a really important business document, ask someone else to proofread it. Your credibility is at stake.

Layout Use a single font for your communication in a size that is easy to read. Something plain and simple works best. Avoid using fine print, underlining, italics, bolding and varying the font size or font type. There should be at least 1 inch of white space around the typed content.