Part 3 readings

David Lewis: Making your correspondence get results-letters, memos and emails
1) Write for him, not to him
2) Personalize your letters
3) Mastering Tone
4) Write more the way you talk- first step is vocabulary

Allan A. Glatthorn: "I have some bad news for you"
1) The successful manager is people sensitive and able to empathize with others
2) Remember that bad news is best delivered face to face
3) Remember that everyone values honesty and forthrightness

Indirect-Thanks...Because...Sorry...Thanks.
a) you want further contact with the petitioner
b) you want to project the image of a caring individual
c) you believe that the petitioner won't be able to handle a more direct statement
Direct-Thanks...Sorry...Because...Thanks.
a) you want to slam the door shut, discouraging any other request from that petitioner
b) you want to project an image of toughness and directness
c) you are addressing an individual who prefers forthrightness and equates indirectness with softness or dishonesty

Harold K. Mintz: How to Write Better Memos
-Memos answer three basic questions
1) What are the facts?
2) What do they mean?
3) What do we do now?
*organization is key with memos, you need to catch the readers attention as soon as possible

John S. Fielden and Ronald E. Dulek: How to Use Bottom-Line Writing in Corporate Communications
-length of the memos a problem but also the efficiency of the memo plays a role
-comprehension time is key
Principles of Bottom-Line Reporting
Principle 1: State your purpose first unless there are overriding reasons not to do so
Principle 2: State your purpose first, even if you believe your readers need a briefing before they can fully understand the purpose of your communication
Principle 3: Present information in order of its importance to the reader
Principle 4: Put information of dubious utility or questionable importance to the reader into an appendix or attachment
Principle 5: In persuasive situations, where do you not know how your reader will react to what you ask for, state your request at the start
Principle 6: Think twice before being direct in negative messages upward
*we have been raised to be indirect, direct reactions are looked to as rude and inappropriate

Janis Fisher Chan: Email- Presenting a Professional Image
*use active, concise, specific language and plain English that communicate clearly and accurately
*write grammatically correct sentences that convey complete thoughts and flow smoothly
*use gender-neutral language when possible
-use plural instead of singular pronouns
-eliminate the pronoun altogether
-speak directly to your reader
-structure the sentence so you can use "who"
*avoid common errors of punctuation

"Talking Points"
1) The importance of "tone" in letters if key. I never sat and thought how much an impact a few words can be in a letter to a colleague. Tone is in a way your personality in print and you want to choose your words carefully in order to send the correct message to your reader. (page 122-24)
2) I think it is humorous how much our social upbringing effects our ability to be direct in the work place. We were programmed to be nice to everyone and that we are not to hurt people's feelings. It is hard when we must be direct to a person at work. We do not know how to act and tend to revert to the ways we have been brought up. (page 142-43)
3) The use of mass email and its effects on organizations. The way people perceive you in your organization, etc.