Pertemuan ke 2 Business Communication, Building Blocks for Effective Message.pptx

pertemuan ke 2 bisnis komunikasi

1. Building Blocks for Effective Message Farah Inggrid, MA

2. Learning Objective 1.Apply processes for writing quality improvement. 2. Manage time for writing projects 3. Plan writing and speaking projects for increased success. 4. Apply strategies for revision. 5. Support writing with grammar and spell-checkers. 6. Apply strategies for feedback and revision with it. 7. Apply strategies form letter use.  8. Develop Visual Literacy 9. Apply design principles to paper page, presentation slides and webpages 10. Use computers to create headings, lists, and other features to make documents easy to read.

3. Planning, Writing, and Revising To learn how Increase the number of expert processes you use Use your time effectively Revise after Feedback Remember : Just as athletes can improve their game by studying videotapes and working on just how they kick a ball or spin during a jump, so writers can improve their writing by studying their own processes.

4. Start by asking these questions: Does it matter what process I use? I don’t have much time. How should I use it? What planning should I do before begin writing or speaking? What is revision? How do I do it? Can a grammar checker do my editing for me? I spell check. Do I still need to proofread? How can I get better feedback? Can I use form letter?

5. 3 parts of writing process

6. Planning Planning An outline serves as a road map for what you’re going to write,  and  it aids in breaking weak writing habits. Outlines set a writer up for success. Analyzing the problem, defining your purpose and analyzing the audience, thinking of information , benefits, and objection, choosing a pattern of organization or making an outline, and etc Gathering the information you need- from the message your’re answering , a person, a book, or the web Tips: Determine how the receiver of this communication likely feels about the communication: positive, neutral or negative. Focus on what the receiver feels based on the receiver’s situation. Do not factor in “How I’d like to hear this news.” The receiver has not researched this message, might not have heard parts of the topic before, or has the background you have. The receiver may have a different work responsibility and may need background to fully appreciate the communication. Factor all of that into the audience analysis. This is you-view planning. You-view thinks about what the  receiver  wants and needs to understand. Do not factor in your own feelings.

7. Collection Gathering ideas Locating and evaluating research Conducting interviews Business Writing

8. Writing Writing Putting words on paper on a screen . Writing can be list, fragmentary notes, stream-of- consciousness writing or a formal draft. Expert writers; Realize that the first draft can be revised Write regularly Break big jobs into small chunks Have clear goals focusing on purpose and audience Have several different strategies to choose from. Use rules flexibility Wait to edit until after the draft is complete.

9. Pengelompokan ide dan disajikan secara logis (dibuat outlinenya) Subjek dan tujuan jelas Mencakup semua informasi yang penting Terdapat relevansi antara informasi dengan subjek dan tujuan Organizing: putting information in an outline OUTLINE I. Introduction A. Grab attention B. State thesis II. Body A. Build points B. Develop ideas C. Support main claim III. Conclusion A. Reemphasize main idea Outline

10. Everyone has a writing process. What is yours? Business Writing

11. Why do you need a writing process? It can help writers to organize their thoughts. It can help writers to avoid frustration and procrastination. It can help writers to use their time productively and efficiently. Business Writing

12. 6 Langkah proses Penulisan Invention Collection Organization Drafting Revising Proofreading

13. I don’t have much time. How should I use it? Source: Locker/Kaczmarek, “Business Communication, Building Critical Skill”, McGraw-Hill, 65

14. Revising Evaluating your work and measuring it against your goals and the requirement of the situation and audience. The best evaluation results for re-seeing your draft as if someone else had written it. Will your audience understand it? Getting feedback from someone else Are there any typos in the final copy? Adding , deleting, substituting or rearranging . Revision can be changes in single words or in large sections of document. Editing the draft to see that it satisfies the requirements of standard English 🡪 grammar, check word choice and format. Note: unlike revision , which can produce major changes in meaning, editing focuses on the surface of writing.

15. Review higher-order concerns: Clear communication of ideas Organization of paper Paragraph structure Strong introduction and conclusion Revisi pesan dapat dimulai dengan membaca secara cepat pada isi, organisasi dan format penulisannya. Lalu dilanjutkan dengan menulis ulang pesan agar kalimat pesan efektif. Jika dirasa sudah efektif, maka dapat diproduksi dan didesain agar lebih menarik. Business Writing Revising: reviewing ideas

16. What planning should I do before I begin writing or speaking? Techniques to get ideas 1. Brainstorm Think of all ideas you can, without judging them. Consciously try to get at least a dozen different ideas before you stop. The first idea you have may not be the best. 2. Freewrites. Make yourself write, without stopping, for 10 minutes or so, even if you must write “ I will think of something soon.” At the end of 10 minutes, read what you’ve written and identify the best point in the draft. Get a clean paper or screen and write for uninterrupted minutes. Read this draft , marking anything that’s good and should be kept and then write again for another 10 minutes. By the third session, you will probably produce several sections that are worth keeping-maybe even a complete draft that’s ready to be revised. 3,Cluster. Write your topic in the middle of the page and circle it. Write down the ideas the topic suggest, circling them too. When you have filled the page, look for the patterns or repeated ideas. Use different colored pens to group related ideas. Then use the ideas to develop reader benefits in a memo, questions for survy, or content for the body of a report.

17. Brainstorming: Getting your ideas on paper so you can give yourself the widest range of topics possible

18. Brainstorming Dengan melalui kreatifitas dan pengalaman yang mempertimbangkan tujuan, audiens, dan fakta yang ada dapat digunakan dengan metode: Story teller, analisis pesan melalui tape recorder, catat ide-ide pokok Random list, temuan ide pokok dengan pencatatan semua dalam kertas FCR (Finding , Conclusion, Recommendations) bisa gunakan worksheet agar nampak korelasinya Journalistic approach ( 4 W dan 1 H) Question and answer chain, perumusan ide pokok dari perspektif audiens dengan sistem tanya dan jawab yang akan menghasilkan ide pokok.

19. Tehnique to get ideas 4. Talk to your audience Talking to internal and external audiences help writers involve readers in the planning process, understand the social and political relationships among readers and negotiate conflicts orally rather than depending solely on the documents.

20. A Planning Guide to help you keep the big picture Source: Locker/Kaczmarek, “Business Communication, Building Critical Skill”, McGraw-Hill, 67

21. What is revision ? How do I do it? Revision means “ re-seeing the document” Good writeers make their drafts better by judicious revising , editing and proof reading. Revising means making changes that will better satisfy your purposes and your audience Editing means making surface level changes that make the document grammatically correct Proofreading means checking to be sure the document is free from typographical errors.

22. Proofreading Review later-order concerns: Spelling Punctuation Sentence structure Documentation style Business Writing

23. Proofreading tips Slowly read your paper aloud. Read your paper backwards. Exchange papers with a friend, etc

24. When you are writing to a new audience or have to solve a particularly difficult problem, plan to revise the draft at least three times. 1. Look for content and clarity 2. Check the organization and layout 3. Check style and tone As you revise, be sure to read the document through from start to finish.

25. How can I get better feedback? Revising after feedback Cycling is the process of drafting, getting feedback, revising and getting more feedback When you get feedback that you understand and agree with, make change. If you get feedback you don’t understand , ask for clarification. Sometimes you may get feedback you don’t agree with If it’s an issue of grammatical correctness, check it because even smart people get things wrong If the reader suggests a change in wording you don’t like, try another option If the reader seems to have misunderstood or misread, think about ways to make the meaning clearer.

26. How can I overcome writer's block and procrastination? 1. Participate actively in the organization and community 2. Practice writing regularly and in moderation 3. Learn as many strategies as you can 4. Talk positively to yourself 5. Talk about writing to other people. Value the feedback you get from your boss. Talk to your boss about writing. Ask her/him to share particular good examples---from anyone in organization To avoid procrastination , modify your behavior by rewarding yourself for activities that lead to writing: Set a regular time to write Develop ritual for writing---choose paper, pen, computer, chair🡪 same tools Try freewriting. Write for 10 minutes without stopping. Identify the problem that keeps you from writing Set modest goals ( a paragraph, not the whole document), and reward yourself for reaching them. Note : Procrastination is  the act of delaying or putting off tasks until the last minute, or past their deadline .

27. Designing Documents, Slides, and Screens Good document design saves time and money, reduces legal problems, and builds goodwill. It looks inviting, friendly , and easy to read Enhance your credibility and build an image of you as a professional, competent person.

28. How should I design paper pages? 1. use white space to separate and emphasize points 2. use heading to group points 3. Limit the use of words set in all capital letter 4. Use no more that two fonts in a single document 5. Decide whether to justify margins based on the situation and the audience

29. Use white space White space- the empty space on the page-makes material easier to read by emphasizing the material that it separates from the rest of the text. To create white space : Use headings Use a mix of a paragraph lengths Use lists--🡪 use tabs or indents, use number lists, use bullets when number or sequence don’t matter. White space design also  improves the readability and scannability of your website , according to NNG, in addition to  improving reading comprehension by 20%  according to a study done at Wichita State University. How? White space design renders your content easy on the user’s eyes by eradicating extraneous details and breaking information up into easily digestible chunks.

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34. Use Heading Heading are words or short phrases that group points and divide your letter, memo, or report into sections. 1. Make headings specific 2. Make each heading cover all the material until the next heading 3. Keep headings at any one level parallel: all nouns, all complete sentences or all questions.

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36. How should I design presentation slides? Keep slides simple, relevant and interesting… Use a big font 44 or 50 point for titles Use 32 point for subheads Use 28 point for examples Use bullet point phrases rather than a complete sentence Use clear, concise language Make only three to five points on each slide. Customize your slides with the company logo, charts, photo/drawing Choose a consistent template or background design for the entire presentation. For a very important presentation , you may want to consider customizing the basic template.

37. How should I design web pages Pay attention to content , navigation, and the first screen Good web pages have both good content and an interesting design . The opening screen is crucial . Not only must the first scree open quickly , but it also must contain the information visitors need to quickly find what they are looking ofr. Studies show that users grow impatient after waiting 15 second for a page to load, and Jakob Nielsen says users spend less than two minutes figuring out a site before deciding to leave. Provide an introductory statement orienting the surfing reader to the organization Offer an overview of the content of your page, with link to the readers to the parts that interest them, including information that will be most interesting and useful to most readers.

38. Self Study References How to Make Good PowerPoint Slide Designs Even Better in 2021 (tutsplus.com) 60 Effective PowerPoint Presentation Tips & Tricks (Skills) (tutsplus.com) The End