Friday

#BusinessWriting Series - Importance of Correspondence /2

Effective business communication conveys a commercial or industrial message to achieve a specific purpose. 

The two aims of business correspondence are: 1) inform and education, and 2) sell.

Importance of Business Correspondence 

There are four ways business correspondence is important to the success of your company:

1. Maintain proper relationships
Proper relationships among businesses and their clients are nurtured by using appropriate means of communication. 

Business letters can play a leading role. Customers write letters to the businesses seeking information about products and services. Businesses in turn respond with information to customers.

2.  Inexpensive and convenient 

Business information can be provided and obtained economically and conveniently through various forms of business correspondence.

Today email, websites, and social media allow the smallest business to have their voice heard on a range of topics. 

A post of a press release on a blog is instantly available to the whole world with minimal effort and cost!

3. Stimulate and nurture goodwill

Nothing helps business like being nice to its customers.

Business correspondence can create and enhance goodwill. 

A customer who is truly happy with your content, product, or service is a customer who will buy time and time again - the lifetime value of a customer.

Every interaction you have with your target audience is either increasing that relationship or hurting it. 

The more value you provide for your audience results in cordial relations with the customers, which stimulates and nurtures the goodwill of the business.

4. Serves as documentation

Businesses thrive on a written records - any writings or records of acts, events, conditions, opinions, or diagnoses.

Business correspondence exchanged with other businesses or consumers documents facts, proposals, results of negotiations, and actions.

Thus, letters can serve as evidence in case two or more parties are involved in a dispute. 

Conclusion

Businesses depend on the information exchange with its clients and other entities. 

In sum, business correspondence fosters stronger relationships, a solid basis for expanding your business in the long-term.


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Read Part 3: Importance of Tone

Thursday

Business #English Ace #Video - Part 2 - Can you correctly use SOME and ANY?

Welcome to Part 2 of our Business English Ace Video series today!

You get a twin-spin of videos about common English errors!

Watch the video below to finally resolve any doubts about how to use SOME and ANY in your sentences.

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Business #English Ace #Video - Part 1 - Do you know how to use A, AN, and THE?

The definite article - the - and the indefinite articles a and an always confuse students studying English.  

Stop being confused!

Watch the video below to get a firm grasp of how to correctly use the articles in English. Avoid these common English errors once and for all!

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Tuesday

FREE #Ebook - Better and Persuasive #BusinessWriting

Get a FREE Ebook - Better and Persuasive Business Writing - just for Tweeting Your Friends!

Watch the video trailer for more information. Start improving your business writing today!


Don't delay! Offer ends on June 30, 2014. Tweet Your Friends for an instant download.


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Monday

#Business_English Ace Vocabulary - subordinate - #Video

Last week, you learned the business vocabulary word - hierarchy.

So, you now know this fancy word for the systematic order of functions and personnel in an organization.

The vocabulary word today - subordinate - is related!

Watch the video to discover the meaning of our new vocabulary term!

To increase your business vocablary faster, check out Top 150 Business English Ace Vocabulary Words





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Friday

#Business_Writing Series - Types of Correspondence /1

Business professionals exchange ideas, communicate sales messages to customers, and report information using various pieces of business correspondence.  

In our Business Writing Series, we explore the following six (6) topics:
  1. Types of Correspondence
  2. Importance of Correspondence
  3. Importance of Tone
  4. Writing Emails
  5. Writing Reports
  6. Writing Memos
Every Friday you will have a thorough understanding of business correspondence, its use, and exactly how to write it correctly by the end of our series.

Let's get started!

Please tweet your friends about this series!

Types of Correspondence


Today is an overview of the four major types of business correspondence. Each serves a particular function in the operation of a business.

Review the four major kinds of business documentation below and then complete the quiz below. 

We discussed the first type of business document in a previous series about business letters.

The second type of business correspondence is email. Do you have a stuffed inbox every monring at the office? While email is very helpful as a means of instant communication, it becomes a burden for those who have thousands of unopened messages or spam ("junk email") sitting in their inbox. Writing powerfully effective emails however is an art you will learn in the series.
Office Memo

A third type of business document is the report. A business report conveys information to assist in business decision-making. The boss needs reports to check on the progress of your department or to inform his or her boss of how operations are functioning in the office. Write great reports and you may well get a promotion!

The fourth type of business correspondence is the memo. The primary purpose of the business memo is to timely communicate to a large number of employees or other members of an organization information such as policy changes, promotions or other personnel changes, a project status update, or increased offering of products and services. Whether you are a manager or vice-president, writing memos can help you gain attention at the office and increase your chances of a promotion. 

Quiz

Letter, Email, Report, or Memo?

Directions: Which of the different kinds of business correspondence - A) letter, B) email, C) report or D) memo - would you choose for the following?
See answers below.


TASKCORRESPONDENCE TYPE
1. Thanking a customer 
2. Apologizing to an upset customer
3. Telling staff about a new vacation policy
4. Answering a customer's question about a product
5. Sending out a meeting agenda
6. Communicating specific information about your company to investors
Created with the HTML Table Generator
____
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________________________
Quiz Answers
1.B 2.A 3.D 4.B 5.B 6.C
*****
Read Part 2: Importance of Correspondence

Thursday

Business #English Ace #Video - Do you use THAN or THEN?

English has many confusing parts.

Some words sound the same, but have different spelling and meaning.

Some words look closely related, like THEN and THAN, but their use is quite different.

Watch the video below to learn when to properly use THAN and THEN in your sentences.

Stop getting confused today! Check out my e-book about the Top 65 Confusing English Word Pairs.





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Wednesday

Confusing #English Words Wednesday (#Video) - Adverse vs Averse

English-speaking natives and non-natives are often confused by word pairs that are very similar, but have different meanings. 

You need to study these word pairs to use them correctly in written English!

Every Wednesday we help out with a new video.


Watch the video to find out the difference between the confusing English word pair - ADVERSE and AVERSE.

Pls tweet your friends about this video! Thanks.




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Monday

#BusinessEnglish Ace Vocabulary - hierarchy (#Video)

A business thrives on organization. From the CEO to the receptionist, every one has his or her role and function in a company.

Thus, our Business English Ace Vocabulary word this week - hierarchy - is so appropriate.

Watch the video to find out more about hierarchy and how to use it correctly in your own documents or presentations!

Pls tweet your friends about this video. Thanks!





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Friday

3 Favorite #Business_English Resources

Do you need to improve your Business English?

I have compiled 3 of my favorite Business English websites to help you enhance your knowledge and skills.

Visit each of the following sites below and bookmark them. You do have a Business English bookmark, right?

These sites combine both Business English instruction and English business news. 

Business English Resources

1. BBC - Talking Business

BBC - Talking Business
BBC Learning English


Do you need to boost your Business English skills? 

The website introduction says: "This course gives you useful language and phrases to improve your spoken communication skills in English in different business situations." 

From using the telephone to intense negotiations, vist BBC-Talking Business and get started strengthening specific office skills in English.


2. Cambridge Business English Dictionary



Like other professions, the business world is full of terms unknown to professionals. 

Visit the Cambridge Business English Dictionary online!

The website's tagline says: "This is an exciting new monolingual dictionary of 35,000 business-related words, phrases and meanings designed to be used by business students and anyone using or encountering English in their work."

3. Business English Lessons at BreakingNewsEnglish.com




The Breaking News English site says: "102 x 20-Page Handouts, MP3s & Online Quizzes for Business English Students."

Find Business English lessons dating back to 2005 with reading, listening, and writing exercises to test your comprehension of the selected topic.

Conclusion

Add these three sites to your browser favorites for quick access to inspiring Business English knowledge and informaton.

Do you make self-study a habit?

Reserve some time during the week to expose yourself to more English and soon you will enhance your ability to use Busines English to achieve the personal and professional success you seek!

____
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Thursday

Business #English Ace #Video - 1929 Stock Market Crash Quiz

Ok, to spice things up (to create a change), today in our Business English Ace Video special we have a fun video exercise. 

We will save the intense lessons for another day.

Today is for testing your listening comprehension!

Visit the site by clicking the thumbnail below. 

Business English Ace Video - Stock Market Crash thumbnail
Stock Crash Thumbnail
Watch the short video clip about the 1929 Stock Market Crash. 

Then, answer the questions along the right side to test your comprehension. 

It is that simple!

Let me know how well you like the exercise and how you did. 

Visit our Facebook page and leave a comment. Thanks!




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Wednesday

Confusing #English Words Wednesday (#Video) - Elude vs Allude

Confusing English Word Pairs like Elude and Allude often confuse even native speakers of English!

Stop being confused. Watch the video to find out how!


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Monday

Business English Ace #Vocabulary - component

Our Business English Ace Vocabulary word of the week is - component.

Component is a very useful word in business. Learn more business vocabulary terms here

Watch the video to see why!

By the way, do you need more Business English vocabulary? Get my Ebook, Top 150 Business English Ace Vocabulary Words




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Friday

7 Habits of Highly-Effective Business Writers - #1 - Purpose

Today we wrap up our series 7 Habits of Highly-Effective Business Writers.

Yesterday you learned the #2 habit - Know Your Audience.

The #1 habit of highly-effective business writers is know your purpose.

Why are you writing?

How to Write with Purpose

Have you ever sat down to type out a memo, email, or report and then just erase everything and start all over again?

Stop wasting time!

Recall the 6 previous Habits of Highly-Effective Business Writers:

2) Know Your Audience
3) Concision
4) Accuracy
5) Organization
6) Good Grammar and Perfect Punctuation
7) Be Friendly.

Then, write a purpose statement. 

This one business writing tip can immediately impact your writing task. It works because a purpose statement…

  • Is written first before you get deep into your message
  • Directs your writing by creating an outline
  • States the reason you’re writing in the first place
  • Begins with the end (call to action) in mind
  • Uses vivid verbs and concrete nouns
Once you have this road map, you are read to create your business document with confidence to communication your ideas or sell your product or service!

Conclusion

Now you have all 7 Habits of Highly-Effective Business Writers

Use your firm foundation to create the best business copy you have ever written at the office.

If you need to tune up your business writing, check out the audio e-Clinic, How to Adjust Your Business Writing to the 21st Century. Make an immediate impact on your workplace writing today!

Thank you for visiting my blog. I sure hope  you can now write your best business copy with aplomb!

Thursday

Business #English Ace #Video - Talk About Your Career

Do you have trouble talking about your own job in English?

Stop!

Watch our bonus Business English video and get some helpful tips!


Please sign up for my weekly newsletter for more Business English tips and get the FREE ebook 5 Traits of a Business English Ace.

7 Habits of Highly-Effective Business Writers - #2 - Audience

7 Habits of Highly-Effective Business Writers
credit: Rosa Dik 009 -- On & Off/flickr.com
Today we continue our series 7 Habits of Highly-Effective Business Writers.

Yesterday you learned the #3 habit - Concision.

The #2 habit of highly-effective business writing is know your audience.

Audience analysis is essential in determining how you will structure your document.

Who is Your Audience?

Knowing your audience helps you to make decisions...

  • about what information you should include, 
  • how you should arrange that information, 
  • what kind of supporting details will be necessary for the reader to understand what you are presenting. 
  • and about the tone and structure of the document. 

Here are some simple questions when defining your business audience:
  • How do audience members rank within their organization?
  • How familiar are audience members with your topic?
  • What is the level of education of audience members?
  • What kind of reaction to your message can you expect?
  • Who is your primary audience? 
  • Does your document have multiple audiences?

WIIFM Principle

Always remember the WIIFM - What's In It For Me - Principle. 

In 1943, Abraham Maslow, a US psychologist, developed what has become known as the Maslow Pyramid, based on his paper, "A Theory of Human Motivation." 

According to Maslow, humans have certain hierarchical needs though evidence is scant of this ordered nature of motivations. 

However, as long as your product or service can meet your reader's need or needs, the more your audience could tune into your message. 

Above all, human self-interest, Maslow's Pyramid or not, cannot be discounted, when preparing your business document.

What do you have to offer the reader?

Conclusion

The recipient of your business communication is almost as important your message.

Knowing your audience helps you the author to shape your message to meet their need or needs.

Do an audience analysis and form your communication for its best reception by your reader.

If you need more help to improve your business writing, check out the audio e-Clinic, How to Adjust Your Writing to the 21st Century. Get started today!

Wednesday

7 Habits of Highly-Effective Business Writers - #3 - Concision

7 Habits of Highly-Effective Business Writers
credit: Rosa Dik 009 -- On & Off/flickr.com
Today we continue our series 7 Habits of Highly-Effective Business Writers.

Yesterday you learned the #4 habit - Accuracy.

The #3 highly-effective habit of business writers is Concision.


How to Write Concisely

A chief trait of business writing is brevity. 

Business professionals do not have time for a fan dance or verbose prose about your service, product, or general communication. 

In other words, get to the point!

There are three key ways to trim your flabby writing style.

1. Use concrete nouns and vivacious verbs while writing. (Or skip the adjectives and adverbs!)

Strong nouns and vivid verbs are more effective because they are specific, they are dramatic, and they create an image in the reader's mind.

Concrete nouns let your reader experience this group of nouns with the five senses: you see them, hear them, smell them, taste them, and feel them.

For example: Gorgonzola cheese

Gorgonzola cheese can be seen, has a distinct smell and taste, and its smoothness can be felt. Your reader's senses are activated by its mere mention.

Try vivacious verbs to add pop and sparkle to your language.

For example: The tall building fell down. (plain)

The burning tower crashed into the street below. (colorful, alive!)

Engage your reader. Create a mental image for the reader to envision your message.

Create impact and make your business message memorable!

2. Cut any fat redundancies.

Avoid saying the same thing two or more times!

For example:


Fat RedundancySlim
12 midnightmidnight
a total of 14 violations14 violations
close proximityproximity
consensus of opinionconsensus
cooperate together cooperate
each and every each
enclosed herewithenclosed 
end resultresult
Created with the HTML Table Generator


3. Write in the active voice.

Let your nouns make action. Make your verbs sparkle with action.


Use dynamic verbs that turn the subject of a sentence into a doer in some sort of drama.

A vivid verb lies in the heart of every strong sentence. Make your words work for your business copy!

For example:

A huge tax increase is being voted on by the city commission on all rubber tires. (passive voice - there is no dynamic action!)

The city commission is voting on increasing taxes on all rubber tires.
(active voice - city commission is the subject, is voting is the vivid verb combo.) 

Use concrete nouns and vivacious verbs to illustrate your points to your reader.

Don't leave any doubt in the mind of your reader. 

Use mental visuals to convey your business message with precision and sell your product or service with force and reason!


Try this active voice exercise

Conclusion

Writing to business decision-makers requires skill, patience, and sharp wit to persuade readers to follow your suggested call-to-actions.

Concision is your key to expressing your business message in the least words possible.

For more business writing tips, check out the audio e-Clinic, How to Adjust Your Business Writing to the 21st Century. Start improving your business writing today!

Confusing #English Words Wednesday Video - Advise vs Advice

Stop being confused by common English word pairs like Advise and Advice.

Watch our video today to learn the difference between these two words.

Remember, you can get your own ebook to learn how to stop being confused by other English word pairs, too!



Please sign up for my weekly newsletter and get the FREE ebook 5 Traits of a Business English Ace.

Tuesday

7 Habits of Highly-Effective Business Writers - #4 - Accuracy

7 Habits of Highly-Effective Business Writers
credit: Rosa Dik 009 -- On & Off/flickr.com
Today we continue our series 7 Habits of Highly-Effective Business Writers.

Yesterday you learned the #5 habit - Organization.

The #4 habit is Accuracy.

Business professionals need to produce flawless language for websites, brochures, newsletters and contracts.

Accurate Business Writing

Accurate business communication is highly-valued in today’s highly competitive interdependent global economy. 

Given the challenges of the current global economic crisis, it is more important than ever to have a solid business communication in order to survive. 

Accuracy in business communications is based on correctness, clarity, and precision. 

In order to achieve greater accuracy in your business documents, follow these three concepts:
  • Use the right level of language.
  • Include only accurate facts, words, and figures. 
  • Avoid slang, and idioms. 

The right level of language is called register among translators. The register of your words depends on the sophistication of your audience. 

Are you writing to executives, mid-level managers, or the rank and file? 

You would use different words to write about a subject to each of these audiences. 

Take for example the verb change.

For executives, you might use the word modify instead. 

For mid-level managers, you might use the word alter.

For the rank and file workers, you simply use change

Try using register in your business writing for greater precision.

True facts and figures are also part of accuracy. 

Make assertions in your business copy with evidence. Double check your figures so no misrepresentation of facts is possible. 

Skip non-standard language. Clarity and accuracy are inextricably linked. Use standard business language by avoiding idioms, metaphors, or business jargon. 

For example, to drill down

Business jargon is lost on international audiences. Avoid any confusion and eliminate the chance your message is lost. 

Instead of to drill down, use to get details.
 

Conclusion

Some consider accuracy as the most important criteria for effective business writing.

No doubt its importance cannot be discounted.

Good business writing represents you and your company well to the reader. 

Incorporate precision in your documents and earn more business!

For more business writing tips, check out the audio e-Clinic How to Adjust Your Business Writing to the 21st Century.  

Monday

Business #English Ace Vocabulary Video - fluctuate

The business world is constantly changing. 

Do you know a good synonym for "change?"

Then watch our vocabulary video today!

Remember to increase your Business English vocabulary here every Monday!



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7 Habits of Highly-Effective Business Writers - #5 - Organization

7 Habits of Highly-Effective Business Writers
credit: Rosa Dik 009 -- On & Off/flickr.com
Today we continue our series 7 Habits of Highly-Effective Business Writers.

Yesterday you learned the #6 habit - Good Grammar and Perfect Punctuation.

The #5 habit is Organization.



How to Organize Your Business Writing

Business writing often has just two purposes: 1) to inform and 2) to sell!

For your business writing to influence some audience to do something, you need appropriately organized information.

Presenting a convincing proposal systematically wins over your reader and gains you business!

Over at the Business Writing blog, Lynn Gaertner-Johnston lists four tips to help organize your business writing.

A basic approach is as follows:

  • Outline and divide the material into principal topics. 
  • Arrange the main topics, with the subtopics, in a logical sequence. 
  • Examine the logic of your sketch outline. 
  • Are closely related topics properly grouped and sequenced? 
  • Should your outline be altered - simplified, reduced, extended?

Conclusion

A logical presentation of your business message is another strong habit to develop.

The better organized your writing is, the better chance you have to persuade a client to buy your service or product.

Clear writing is clear thinking. Let your clear thinking shine in your business copy by organizing your thoughts on paper so you make it easier for your reader to agree with your point of view!

For more business writing tips, check out the audio e-Clinic How to Adjust Your Business Writing to the 21st Century and improve your business writing today!

Sunday

7 Habits of Highly-Effective Business Writers - #6 - Good Grammar and Perfect Proofreading

7 Habits of Highly-Effective Business Writers
credit: Rosa Dik 009 -- On & Off/flickr.com
Today we continue our series 7 Habits of Highly-Effective Business Writers.

Yesterday you learned the #7 habit - Be Friendly.

The #6 habit is Good Grammar and Perfect Punctuation.


Good Grammar 


Poor grammar and writing is said by many to be an epidemic sweeping through offices and an increasing number of businesses are deciding to crack down on the matter.

Good grammar is good business.

Solid grammar has a lot to do with your job performance, creativity, and intelligence. Your boss already knows and counts on you to do your part.

Good grammar illuminates your ideas, sells your products or services, and gets people talking about you - in a positive way!

So here are just a couple of grammar points for you to consider.

1. Fewer/less – Less is used around hypothetical quantities, while few and fewer are used when you can quantify something

2. Farther/further – Farther implies a measurable distance, while further should be reserved for abstract lengths you can't always measure

For more confusing English word pairs, check out this e-book


Perfect Punctuation


Precise punctuation goes perfectly together with good grammar.

Again, incorrect punctuation like poor grammar reduces your business's credibility and thus negatively impacts the recipient of your communications.

Sometimes a punctuation gaffe can alter the meaning of your communication.

For example:

1) The boss had a discussion with a friend and a stock broker yesterday.


2) The boss had a discussion with a friend, and a stock broker yesterday.


Sentence One means the boss had a discussion with a friend who is a stock broker. 

Sentence Two means the boss had a discussion with two people:  a friend and a stock broker. 

(Check out this online PDF for more business punctuation tips). 


Conclusion


As you can see, the #6 Habit of Highly-Effective Business Writers is very important to both your personal and professional success.

Make sure your business writing reflects the professional image you want to project with good grammar and perfect punctuation. 

Check out the audio e-Clinic, How to Adjust Your Business Writing to the 21st Century, for more tips to improve your workplace writing immediately.