Business writing skills for management and executive

BUSINESS WRITING SKILLS

1. Business Writing
Skills
facilitated by
Sabariah Mohd Zin

2. What To Expect From This Programme?
Interaction
A lot of conversation and presentation
Skill and knowledge sharing
Fun
(and hopefully) some skills and knowledge

3. Day 1 ScheduleDay 1 Schedule
TIME
 
 PROGRAMME
9.00am – 10.30 am
Introduction
What is Business Writing?
10.30am –
11.00am
 Tea Break
 11.00am – 1.00amMemos & e-mails
1.00pm – 2.00pm
 
 Lunch
2.00pm – 3.30pm Letters
3.30pm – 4.00pm Tea Break
4.00pm – 5.00pm Basic Elements of Report Writing

4. Day 2 ScheduleDay 2 Schedule
TIME
 
 PROGRAMME
9.00am – 10.30 amProposals
10.30am – 11.00am Tea Break
 11.00am – 1.00am Proposals & Business Plans
1.00pm – 2.00pm
 
 Lunch
2.00pm – 3.30pm Proposals, Business Plans/Project Papers
3.30pm – 4.00pm Tea Break
4.00pm – 5.00pm Summary & Evaluation

5. ObjectivesObjectives
• To be able to write report professionally.
• To know the various types of reports.
• To know the components of a report.
• To be able to prepare other office documents.
• To know the various types of documents in an office.
• To learn to organise office better via proper document
management.
•To know common problems in document management.

6. 4 Types of Participants
1.Tourists
2.Prisoners
3.Terrorists
4.Learners
Which one are you?

7. Why Good Business Writing Why Good Business Writing
is Important to Us ? is Important to Us ?
•To secure
job/business/contract/project/funding
•Maintain good relationship
•To Record performances/services
•Maintain credibility

8. Sharing Experience….
Think of at least one business/report
writing that you have done before
Think of at least one business/report
writing that you have read and like.

9. Asian Language Barrier

10. Basic Writing Process
Preparation
Research (if necessary)
Work With Resources
Designing the document
Writing
Editing
Publishing
Traveling

11. Types of Business Documents
Letters
E-mails
Memos
Reports (Periodical, ad hoc)
Proposals
Project Papers

12. Types of Letters
Letter of Request
Letter of Claim
Letter of Authorisation
Letter of Reference
Positive Letter
Negative Letter
Memos

13. Guides to good Letters
know who your recipient is (Title, Name)
Establish your objective
Determine the content
Organise the structure of the letter
Draft the letter
Close the letter

14. Acceptance Letters
know who your recipient is (Title, Name)
Establish your objective
Determine the content
Organise the structure of the letter
Draft the letter
Close the letter

15. Acknowledgement Letters
know who your recipient is (Title, Name)
Establish your objective
Determine the content
Organise the structure of the letter
Draft the letter
Close the letter

16. Letters and E-mails
Memos
Purpose
Types
Format

17. Memos
Used within organisation
Informal
Non-sensitive communication
No salutation
Straight to the point
Point form

18. Memo Format
Date
To
From
Subject
Text (Content of Memo)

19. E-Mail
Very similar to memo
Heading
Content – keep it concise
Signature
CC & BCC
Use different fonts (bold, italic) sparingly

20. Nettiquette
Use emoticons sparingly, and only in
informal e-mail
Capital letters indicate shouting!
Use different fonts (bold, italic) sparingly
Reply your email promptly, even with a
short “noted” word.

21. Reports
Types of Reports
Frequency
Purpose (who’s the recipient?)

22. Checklist for Writing a Report
Analyze the report problem and
purpose
Collect Data
Document data sources
Interpret and organize data
Prepare visual aids
Compose first draft
Revise and proofread

23. Parts of Reports
Title Page
Contents
Synopsis/Executive Summary
Terms of Reference
Procedures
Detailed Findings
Conclusions
Recommendation
Appendices
Bibliography

24. Title PageTitle Page

Name of the reportName of the report

Name, title and organization Name, title and organization
of the individual receiving the of the individual receiving the
reportreport

Picture that is relevant to the Picture that is relevant to the
reportreport

Authors name, title, and Authors name, title, and
organizationorganization

Date submittedDate submitted
STRATEGIC WEB DEVELOPMENT
Presented to:
Project Management Team
Home Page Development
Prepared by:
Ahmad bin Bakar
The IT Department
August 23, 2009

25. 
Show the beginning page Show the beginning page
number of where each number of where each
report heading appears in report heading appears in
the reportthe report

Connect the page Connect the page
numbers and headings numbers and headings
with spaced dots (leaders)with spaced dots (leaders)

Do not number this pageDo not number this page
ContentsContents
TABLE OF CONTENTS
INTRODUCTION……………………………………...2
History of the Raptors………………………...4
Purpose of the study…………………………..5

RESULTS OF STUDY
Players…………………………………………6
Coaches………………………………………...6
Fans…………………………………………….7
CONCLUSION……………………………………….8
RECOMMENDATIONS……………………………..9
BIBLIOGRAPHY…………………………………….10

26. Summary
Also known as “Executive Summary)
Meant for executive who wants to
know what the report is about (but no
time)
Main parts:
Purpose of report
Findings
Reccomendation
Should not exceed 1 page!

27. Introduction
Explain the purpose of
the report
Describe its
background and
significance
Close the introduction
by previewing the
reports organization
ANALYSIS OF STRATEGIES THE RAPTORS
COULD EMPLOY TO WIN
INTRODUCTION
Report report report report report report report
retport report Based based based report report
report Based report report report report Report
report report report report report report report
report report.
Report report report report report report report
report report report. Based based based report
report report Based report report report report
Report report report report report report report
report report report.
History of the Raptors
Report report report report report report report
retport report Based based based report report.
Based report report report report Report report
report report report report report report report.

28. Constructing Questionnaires
Survey
Collect Data
Analyse Data
Producing Virtual Aids From the Data

29. Body/Results of Study
Discuss, analyze, and interpret the
research findings
Discuss proposed solution to the problem
Arrange findings in logical sequence
Use clear, descriptive headings as well as
charts, graphs and pictures to emphasize
your points.

30. Conclusion & Recommendation
Explain what the findings mean in relation
to the original problem
Use numbered recommendations that
suggest actions for solving the problem

31. Bibliography
Cite work throughout the report as well as in the
bibliography. Please see website:
http://library.rit.edu/internet/subject/apamla.htm
Gillis, Justin. "Beyond Cloning: Milking Cows for Medicine"
Toronto Star 9 May 2005. 12 October 2005.
http://www.thestar.com/back_issues/ED1456/opinion.htm
l
OR
Taber, Clarence Wilbur. Taber's Cyclopedia Medical
Dictionary. 14th Ed. Philadelphia: F.A. Davis Company,
1981.

32. Proposals Proposals
Types
Purpose
Format

33. Characteristics of a Good
Proposal
Readable
Simple language
Structured and not lengthy paragraphs.
Well organised
Flow of parts of document
Clear references
Understandable
Grammatically Correct

34. Parts of a Proposal
Title Page
Table of Contents
Executive Summary/Abstract/Synopsis
Introduction/Background
Main Content
Objective
Statement of Problem/Need
Proposed Solution/Service
Closure
Appendices
Bibliography

35. Title Page
Title of the report
Author’s name (& Title, if relevant)
Author’s department, if relevant
Person/organisation the report is
intended to
Date of Completion

36. Table of Content
From Summary to Appendices
Does not include Title page and Table
of Contents page
Use Decimal Numbering System
Indent each layer of the numbering

37. Executive Summary
Also known as Synopsis
Briefly describes the problem and the
proposed solution
Include your/or your company’s
background and expertise

38. Introduction
Introduces you/your company and
your (your company’s) ability to
execute the proposal.
To reinforce the link between you
(your company) and the party you are
preparing the proposal to.
Detail out your experience and ability,
with examples of track record, if
necessary

39. Main Content
Objective
Problem statement/Statement of needs
Proposed solution
List down the proposed solution
How to go about executing the proposed
solution
Budget

40. Research
Define the research topic
Develop a working plan
Literature study
Field Study
Analysis

41. Analysis
SWOT
Environmental Analysis
Business Activity Model
Strategic & Competitive Analysis

42. Tables and Graphs
To summarize and present the data in a
simplified manner
Audience/readers must be able to interpret
tables/graphs
Use abbreviations sparingly
Label the tables clearly.

43. Closure
To summarize and present the data in a
simplified manner
Audience/readers must be able to interpret
tables/graphs
Use abbreviations sparingly
Label the tables clearly

44. Parts of Closure
Discussion (could be a part of the main
content, depending on the nature of the
document)
Conclusion
Recommendation

45. Other Office Documents
Certificates
Programme/Event Booklet
Cover
Schedule
Acknowledgements
Additional information (Highlights of VIP,
prayer time)
Posters

46. Tips On Managing Documents
1.Avoid saving unnecessary
documents
2.Follow a systematic naming style
3.Store related documents together
4.Create versions if necessary.
Separate completed work from
ongoing ones
5.Use Google Desktop
6.Name your files by topic and date