Basics of Writing Business s. 1. Introduction. 1.1 Introduction

Transcription

1 Basics of Writing Business s 1. Introduction 1.1 Introduction

2 1.2 Disclaimer 1.3 Introduction Notes: Hi! My name is Holly, and I will be your guide and communication consultant during this training module.

3 Used properly, can be an efficient tool to quickly send and receive information to any Halliburton location across the world. Used improperly, can also create many problems for individuals, departments, and the whole organization. Are your -writing business skills up to standards? Let's put them to the test. 1.4 The situation Notes: Take a few seconds to read each situation and select the best candidate for communication.

4 Option 2 feedback (Slide Layer) Option 3 feedback (Slide Layer)

5 1.5 Purpose Notes: You selected the correct response. should be used only when is appropriate. Example two is an emotionally charged issue and is not the best tool for the job. The third option requires immediate and clear communication of an issue that can have serious consequences. The first option is a request for information that can be adequately handled by .

6 1.6 Objectives Notes: Efficient use of requires: Clear purpose and audience Concise content, strong structure, and appropriate format, and Observance to etiquette. It is also a good idea to always proof-read and review s before pressing the send button. During the rest of the module, you will be completing some writing challenges. The right options may not always seem clear so, pay close attention. If you need help, click on my picture on the top of the screen, and I will be more than happy to provide you with some guidance.

7 Consulting (Slide Layer) 2. Audience and Purpose 2.1 Audience and Purpose

8 Notes: Before writing an you need to carefully consider your audience. Include on your only the people who need to know and not everyone. Make sure you are using the appropriate field for each recipient. The To field is used for the primary audience. The courtesy copy is used for people who need to be informed but won't be taking any action. Use the blind courtesy copy field only when necessary. Your subject line should clearly state the purpose of the and provide a good idea of the content. Attention to the audience and purpose helps the recipient to identify the relevance of your message. Let's continue with a quick exercise on selecting your audience and purpose. 2.2 Selecting audience and subject (Drag and Drop, 10 points, unlimited attempts permitted)

9 Drag Item Request your assistance on competency revision Drop Target Rectangle 14 Rectangle 12 Rectangle 11 Department Competency Revision YOU ARE INVITED!!! Rectangle 13 Drag and drop properties Return item to start point if dropped outside the correct drop target Snap dropped items to drop target (Snap to center) Delay item drop states until interaction is submitted

10 Feedback when correct: Perfect! You selected the most appropriate choices for this . Feedback when incorrect: You did not select the correct response. Take a few seconds to review the information and then try again. Notes: Take a few seconds to click on the information icon to read the situation, and based on that information, click and drag the recipients to the To, Courtesy Copy, or Blind Courtesy Copy and the best option for a subject line. If you need help, click my picture for advice. Remember that not all the elements will be used.

11 Correct (Slide Layer) Incorrect (Slide Layer)

12 Try Again (Slide Layer) Feedback Hub (Slide Layer)

13 Feedback Hub - Recipients (Slide Layer) Feedback Hub - Subject line (Slide Layer)

14 2.3 Summary Notes: Let s do a quick recap of what we have covered so far. A subject line that is specific, clear, and concise will help the recipient decide if your is important. If the subject line is missing, incomplete, vague, or too long, your message may be deleted immediately. Remember, your message is not the only one in your recipient's inbox. Use the To field to include primary recipients Use the courtesy copy to include your secondary recipients, and Use the blind courtesy copy sparingly and with careful consideration. A good reason would be to protect the privacy of the recipients. Lastly, carefully consider if the reply should be sent to everyone on the list or only to the original sender In the next section, you will practice working with content, structure, and format.

15 3. Content structure and Format 3.1 Content Structure and Format Notes: can be an effective communication tool, or a source of confusion and headaches, depending on how well the is crafted. In this section, you are going to practice your writing skills to effectively communicate with your audience.

16 3.2 Exercise Notes: Meet Brian. Brian needs your help crafting an effective . When ready, click the button to help Brian and remember that you can click on my picture to get some guidance.

17 4. Proof Reading 4.1 Proofreading Notes: Even when we take the time to draft a great , before pressing the send button is always a good idea to give it a final check. In the next slide, you will have the opportunity to put your proof-reading skills to the test. 4.2 Multiple Response (Multiple Response, 10 points, 2 attempts permitted)

18 Correct Choice Recipients Subject line Greeting Focus Accuracy Attachments X Words Grammar and punctuation Closing X Signature Feedback when correct: Make sure to keep a printout of the Proofreading checklist close to your desk.

19 Feedback when incorrect: Not quite correct. The issues are: 1. Words: meat instead of meet, and reply instead of revert 2. Signature: The signature is not up to Halliburton's standards Correct (Slide Layer)

20 Incorrect (Slide Layer) Try Again (Slide Layer)

21 Instructions (Slide Layer) 4.3 Etiquette Notes: The last part of our training consists on making sure we know how to follow etiquette.

22 The most important guidelines are: Confine the use of Halliburton exclusively to business purposes Respond quickly when possible or send an acknowledging the receipt of the When absent, set your Outlook out-of-office response and include the and phone number of the person covering during your absence Only accept meeting invitations if you are planning to attend. Update your invitation status if the situation changes Use high importance and read receipts only when they are needed. Be mindful of what you write. writing must reflect a professional conduct at all times from all Halliburton employees 4.4 What is next Notes: All you have to do now is apply these recommendations to all of your future communications. Remember to use Halliburton's and Auto Signatures document to revise your signature to make sure it follows Halliburton's guidelines, and keep a

23 copy of the Quick Proofreading Checklist document close to your desk to make it a habit to double-check your s before sending them. Congratulations on completing the training module! 4.5 End of module

24 5. Helping Brian 5.1 Greeting madam (Slide Layer)

25 Dear Pat (Slide Layer) Hello pat (Slide Layer)

26 Greetings (Slide Layer) leave it blank (Slide Layer)

27 5.2 Content Send (Slide Layer)

28 revise (Slide Layer) 5.3 Closing

29 Good choice (Slide Layer) 5.4 Halliburton Signature (Drag and Drop, 10 points, unlimited attempts permitted) Drag Item Drop Target

30 Brian Jones Rectangle 10 Halliburton Rectangle 12 Account Manager Rectangle 11 Houston, TX Rectangle 14 Phone: Rectangle North Belt Rectangle 13 "Leaders lead" Drag and drop properties Snap dropped items to drop target (Snap to center) Delay item drop states until interaction is submitted Feedback when correct: Nicely done! After the training, take time to modify your signature on your program according to Halliburton's signature guidelines. Feedback when incorrect: Not quite correct. Try again! Tip: make sure not to use the slogan, and follow Halliburton's signature guidelines.

31 Correct (Slide Layer) Incorrect (Slide Layer)

32 Try Again (Slide Layer) 5.5 Other considerations Notes: Well done! Remember that the structure and format of an affects the presentation of

33 the information, and sets the tone of the . Before continuing, click on each topic to review important considerations to keep in mind when writing s. punctuation (Slide Layer)

34 Content (Slide Layer) Tone (Slide Layer)

35 Language (Slide Layer) Attachments (Slide Layer)

36 5.6 Summary Notes: Congratulations on completing this section. Now that you are aware of the importance of drafting s that are clear, concise, and accurate, we can move to the last section to cover proof reading, and etiquette.

37 6. Consulting Content Structure Format 6.1 Content and Structure greeting examples (Slide Layer)

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