Communication is Key

Specific Outcomes

  • Relate the purpose, content, form, frequency and recipients of a range of reports to the information needs of a selected business
  • Identify information sources and organisational procedures for obtaining and distributing information relevant to a selected business function.
  • Compile reports related to a selected business function, ensuring content and format are appropriate to information requirements and that reporting deadlines are met
  • Liase with relevant parties and verifying that reported information is in accordance with requirements and purpose of the report.
  • Recall ideas and information that are explicitly stated in an oral text.
  • Recognise information from an oral text
  • Infer information from an oral text
  • Evaluate information in an oral text
  • Identify and respond to textual features specific to written texts in a business environment
  • Recognise or recall ideas and information that are explicitly stated in a written text.
  • Re-organise information from a written text.
  • Infer information from a written business text
  • Evaluate information in a written text used in the business sector
  • Compose a text using plain language for a specific function
  • Organise and structure a text appropriately for a business function
  • Present a written text for a particular function in a business environment.
  • Use textual features and conventions specific to business texts for effective writing.
  • Identify and collect information needed to write a text specific to a particular function.

Content Outline

The following aspects are addressed in the basic and advanced writing programmes:

Basic Writing Programme

  • Trends in Public sector Communication (internal and external communication)
  • Texts for Specific Business Functions
  • The purpose and objectives for writing
  • The target group (reader) and its needs
  • Use Textual Features and Conventions Specific to Business Text for Effective Writing
    • Business Letter
    • Memorandum
    • Email
    • Facsimile
    • The Agenda for a Meeting
    • The Minutes of a Meeting
    • Formal Short and Long Business Reports
  • Punctuation
  • Synthesis of Information from Texts
  • Uniformity of Presentation
  • Consequences of Non-compliance for Specific Document Requirements
  • Appropriate Use of Terminology and Conventions in a Business Environment
  • Sources of information
  • Drafting, editing and proofreading
    • Terms of Reference
    • Grammar, punctuation, diction and structure
    • Clarity and simplicity
    • Factual correctness
  • Common writing mistakes
  • Identifying and explaining technical terms
  • Removing biased and other offensive language
  • Errors in Translation
  • Editing Checklist

Advanced Business Writing

  • Trends in Public sector Communication (internal and external communication)
  • Language and grammar – the bolts and nuts of good writing
  • Intension, sense and tone (Why these factors are essential to good communication)
  • Writing and editing at micro level
  • Advanced writing for results
    • The writing process
    • Word choice
    • Sentence structure
    • Paragraph structure

The Agenda for a Meeting

  • Protocols and Procedures for Conducting Successful Meetings
  • Terminology Used in Meetings
  • Why Making Decisions in Meetings is Important
  • Advantages of a well-constructed agenda
  • What should appear on the agenda?
  • Making the agenda logical and systematic
  • The sources of the agenda
  • Producing the agenda in the appropriate time and format
  • Minutes of Meetings
  • The purpose and objectives of minutes of meetings
  • Different types of minutes
  • The importance of accuracy
  • What to record and how
  • Different styles and methods for taking minutes
  • Converting notes to text
  • Identifying and highlighting key points
  • Methods for distributing minutes
  • The importance of timely distribution
  • Given a particular meeting, decide who should record the minutes and give reasons why
  • Recording Accurate Minutes
  • Critical listening skills
    • Staying alert and focused
    • Overcoming barriers to listening
    • Developing positive listening skills
  • Enhancing concentration

Report Writing

  • Main Categories of Business Reports
  • Report Content and Purpose
  • Information Needs and Report Purposes
  • Report Templates
  • Report Purposes, Recipients and Frequency of Distribution
  • Sources of Information
  • Levels of Confidentiality
  • Compiling Reports using Current Information
  • The writing process
  • Pre-writing and planning

Reading and Responding to Business Correspondence

  • Business Documents
  • Conventions
  • Understanding terminology
  • Identify Details in Documents
  • Identify the Main Idea
  • Giving Clear Instructions
  • Comparing Differences and Similarities
  • Organise information from a written text
  • Facts vs. opinions
  • The Importance of Clarity
  • Organise information from a written text
  • Facts vs. opinions
  • The Importance of Clarity

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