Scribd
Upload
14 views

Lecture 2

The document discusses different styles of communication that are effective in business settings. It covers analytical, intuitive, functional and personal communication styles. Analytical communicators prefer data over emotions and are often seen as authoritative. Intuitive communicators prefer big-picture thinking while functional communicators want detailed plans and feedback. Personal communicators value emotion and connection.

Uploaded by

Ira Pidlisetska
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
14 views

Lecture 2

The document discusses different styles of communication that are effective in business settings. It covers analytical, intuitive, functional and personal communication styles. Analytical communicators prefer data over emotions and are often seen as authoritative. Intuitive communicators prefer big-picture thinking while functional communicators want detailed plans and feedback. Personal communicators value emotion and connection.

Uploaded by

Ira Pidlisetska
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 3

Lecture 2.

Business and other styles of communication


The 5 C’s of effective Communication
Clear
Concise
Complete
Correct
Considered

1) Literary writing is usually descriptive.


A novel writer would spend some time creating an atmosphere, giving some background
detail. In business communication where description is necessary, it should be flowery and
subjective
2) Literary writing uses direct speech.
One would very seldom use direct speech in business writing – it tends to be too long-
winded.
3) Literary writing introduces personal feelings.
These feelings have no place in business writing; they simply clutter up the document
unnecessarily. Your opinions might be important, depending on the nature of your document,
but your feelings are irrelevan

1) Personal communication uses slang.


This wouldn’t be acceptable in business, even when speaking – unless, of course, the person
you are speaking or writing to is a personal friend with whom you have a very informal
business relationship
2) Personal communication is subjective.

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

There are three main causes of wordiness in business communications:


circumlocution
vague qualifiers
Padding (using words and expressions that serve no useful purpose too often. E.g. ‘It should
be noted that ...’ and ‘I must say that ...’ )
Techniques for achieving a conversational tone in letters:
• If possible, address your correspondent by name.
• Make the letter personal – from you, rather than the company – so use ‘I’ rather than ‘we’.
• Avoid formal expressions such as ‘We acknowledge receipt ‘.
• Use the active rather than the passive voice: ‘I have made enquiries’, rather than ‘Enquiries
have been made.’ The former sounds friendlier, the latter less personal.
• If you are in the wrong, admit it and apologize.

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.

Intuitive communicators are essentially the opposite of analytical communicators. They


prefer a more casual, big-picture approach to convey their points and appreciate when others
do the same. Details aren’t as important to them and they prefer out-of-the-box thinking.
Intuitive communicators don’t need to hear things in linear order to understand concepts and
prefer a broad overview instead. Intuitive communicators often:
1) Contribute big ideas
2) Prefer to use visuals.
3) Need to avoid distractions.
Functional communicators like details, processes, timelines and other well thought out
plans. They want to ensure that no details are left out of any communications by laying out
their thoughts in a linear manner.
Contrary to the intuitive communicator, who would prefer to skip all the details and get to
the end of a conversation, functional communicators will feel like they are missing context
and important bits of information. Functional communicators often:
1) Ask a lot of questions.
2) Prefer completed plans.
3) Need consistent feedback.
The personal communicator uses emotion and connection to understand the world around
them. They value assessing how their co-workers think, feel and what they are motivated by.
These people often prefer to have personal relationships with the people they work with in
order to gauge what they are thinking.
They are typically able to recognize non-verbal communication and read between the lines,
especially when they know the person they are collaborating with. Personal communicators
often:
1) Are seen as diplomatic.
2) Prefer to speak in-person.
3) Communicate their feelings.

You might also like