Lecture 2
Lecture 2
1) Business communication should be more objective – the only relevance your actions or
feelings have is their impact on your business and the person you are addressing.
2) Business correspondence is not read for pleasure.
In business correspondence you should not try to entertain your audience. People read
business documents to gain information as quickly and easily as possible; they read other
things for pleasure.
Personal communication sometimes exaggerates or uses euphemisms.
In business, you should give the facts objectively.
There are two elements to style:
your tone
your words
Tips on Speaking Clearly
1) Make notes of what you want to say, including particular words and phrases that might
clarify your points.
2) Go over those notes before you begin to speak so that you have a good idea of what you
are going to say and how you are going to say it.
3) Have your notes with you when you speak to help you in case you are stuck.
4) Speak slowly and in a clear voice.
5) Do not ‘waffle’; you should be brief and to the point, as you are when writing.
6) When involved in a conversation, confirm at particular points that you have understood
what the other person has said so far. And do not pretend to understand something you do
not.
7) Indicate by your tone of voice the impression you are trying to convey – apologetic,
conciliatory, firm, enthusiastic.
8) Always be polite – even if the other person is rude, do not allow yourself to be drawn into
a slanging match.
9) Pause at appropriate moments in order to break up what you are saying and give your
audience an opportunity to ask questions.
Using the right tone
1) Be sincere
2) Be clear
3) Be brief
1) When choosing your words, bear in mind the rules of business English: brevity, clarity
and directness. Use words that help achieve these aims. And never use a word unless you
are sure you know exactly what it means – you could be saying something very different
from what you intended!
2) Avoid
Jargon-technical language that is specific to a group or profession
Tautology-unnecessary repetition – saying the same thing in different words)
the true facts (if facts were not true, they would not be facts)
grateful thanks (thanks are an expression of gratitude)
my personal opinion (how could your opinion be anything but personal?)
close proximity (proximity is closeness)
Analytical communicators prefer to communicate with data rather than emotions. They are
often great at forming solid arguments and make their points quickly and clearly. This
business communication style is often very effective in a business environment and these
people often hold upper management positions.
Analytical communicators can be seen as authoritative and informed as they often possess
high levels of data and expertise. Analytical communicators:
1) Use logic rather than intuition.
2) Are perceived as reliable and dependable.
3) Can come off as cold.