2nd-prelim.Lesson-1-in-Module-2-Diplomacy-Tone-and-Emphasis-in-Business-Writing (1) (1).pptx

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1. Diplomacy, Tone, and Emphasis in Business Writing

2. Learning Objectives Understand the purpose and importance of diplomacy, emphasis, and tone in business communication; Gain the ability to write difficult professional emails without offending, frustrating, or confusing your reader; and Learn to use strategies in written communication to make your own work clearer to get the response you need.

3. Name that Tone How would you describe the tone of each entry? What words, phrases, or other elements suggest that tone?

4. “Maybe if the project leader had set a reasonable schedule from the beginning, we wouldn’t be in this mess now.” “Whatever they’re paying you, it isn’t enough. Thanks for working so hard on this.”

5. “I’m not sure what else is on your plate right now, but I need these numbers by this afternoon—actually in the next two hours.” “I can’t remember when u said this was due.”

6. “While I appreciate that your team is being pulled in a number of different directions right now, this project is my department’s main priority for the semester. What can we do from our end to set your group up to complete this by June?

7. Most of us have received emails that we’ve found off-putting, inappropriate, or, at a minimum, curt. Striking the right tone and being diplomatic, particularly in business communication, can mean the difference between offending your reader and building important professional relationships. More immediately, it can mean the difference between getting what you want and being ignored.

8. As with any piece of writing, considering audience, purpose, and type of information is key to constructing business communication. Finessing your writing - key to forming strong professional relationships and being effective in your own position.

9. Consider the following questions prior to writing:

10. Who is my audience?, what does they need to know and they already know? Why does this email feel tricky or difficult in terms of getting the tone just right? Why am I writing? Am I informing my audience? Asking for help? Delivering bad news?

11. Do I have strong feelings about the subject or situation that might get in the way of writing effectively and appropriately? Are there specific elements that I want to emphasize?

12. Once you have answered these questions, consider the strategies below as you begin to compose your communication. Certain tactics will likely be more relevant than others, depending on the type of communication, but each of these tips can help you get into the habit of more diplomatic writing as you move through college and into your career. 

13. Services like this “ ToneCheck ” software, which bills itself as “Emotional Spellcheck for Email” are one option. But, really, can a computer program consider the intricate dynamics of workplace relationships more effectively than you? 

14. Strategies for Getting Diplomacy, Emphasis, and Tone Right

15. Rather than: I’m bringing in a new analyst to work with you on this because the rest of the group is swamped. You’ll have to take the extra time to fill her in. Write: You’ll have a new analyst to work with on this, and, luckily, you will be able to train her on the way you'd like things to be done. 1. Remind Your Reader What’s in it for Them, Especially when Asking for Help

16. Rather than: I need this by 5pm tomorrow. Write: I imagine you’re just as swamped as we are, but in order to move forward, we really need this by 5pm tomorrow. 2. Acknowledge the Work of Others as Often as You Can

17. Rather than: You need to stay until the meeting ends, which will likely be around 7:00 p.m. Write: Would it be possible for you to stick around until this meeting ends, which will likely be around 7:00 p.m.? I’d really appreciate it. 3. Ask (when you can afford to hear no) and Thank Your Reader

18. Rather than: It seems that reading the document I sent that outlined the instructions wasn’t a priority amidst all of the other very important work you had to do, so please let me explain it here, for the second time: The steps include… Write: The steps include… 4. Avoid Passive Aggressiveness at all Times

19. Rather than: It seems that reading the document I sent that outlined the instructions wasn’t a priority amidst all of the other very important work you had to do, so please let me explain it here, for the second time: The steps include… Write: The steps include… 5. Use Passive vs. Active Voice to Your Advantage

20. Active voice is a sentence in which the subject of the sentence performs the action. Example: John washes the car. Passive voice is a sentence in which the subject of the sentence has an action performed upon it, him, or her. Example: The car is washed by John.

21. Use active voice to emphasize accomplishments or work completed. My department completed the project on time. George, who works on my team, developed an incredible system to track users. Use passive voice to deemphasize the person or the team. The project was not completed on time. A system to track users was not developed, unfortunately.

22. 6. If You’re Pointing out Mistakes of Flaws, Be Sure to Explain Why Behaviors, Actions, or other Issues are Problematic—It’s Often More Effective (and having it in writing might be valuable down the line)

23. Rather than: You’ve arrived late to our one-on-one meetings the past three weeks, which is unacceptable. Write: You’ve arrived late to our one-on-one meetings the past three weeks, which is unacceptable. As you know, I often have meetings scheduled throughout the day, and so this throws my schedule off. Further, while I’m sure you don’t intend this, arriving late shows a lack of professionalism, which will undoubtedly hurt your career in the long.

24. Rather than: Your inability to show any enthusiasm about these projects is driving me crazy. Write: It’s difficult for me to maintain momentum and rally support here for projects when others show a blatant lack of interest. 7. Talk to those Who Frustrate You by Using “I” Statements

25. Rather than: Considering the breadth and depth of this project, as well as our desire to complete it in a way that is most useful for you and practical for our own schedules, we’ve decided that extending the deadline would be an important next step. Write: We need more time to do this well.  8. Depending on Your Audience, and How Much Information They Need, Cut Extraneous Information and Use Short Sentences for Emphasis

26. One additional,  minor  consideration is… Another  primary  concern is… 9. Directly State What’s Important

27. Rather than: It’s very important that you COME PREPARED TO THE MEETING. Write: It’s very important that you come prepared to the meeting. 10. STOP YELLING AT ME (Avoid Caps Lock) But  do  consider  other ways  to  emphasize  importance.

28. Your emails should make people feel Like this: Not like this:

29. …END