A Presentation on

Business Communication & Proposals (Handling Internal and External

Emails)

by Kaushik Pal

"Nothing is so simple that it cannot be misunderstood." 

– Freeman Teague Jr.

Ineffective communication is a major obstacle

Bleakest of situations can be turned around

Successful communication is no one-way process

Communication is conducted verbally or through the medium of written words.

Communication is as much a matter of human relationships as it as about transmitting facts.

Importance of Business Communication

Effective Communication Begins with …

Attention – Winning the attention of the person

Apprehension – Converting ‘fear’ to ‘understanding’

Assimilation – Acceptance of what has been conveyed

Action – propels abstract into the world of reality

7 Essentials of Business Communication

Structure

Clarity

Consistency

Medium

Relevancy

Primacy / Recency

Psychological Rule of 7+/-2

Email Netiquettes

Emails are your representation. Relates to your calibre of other work you do.

Must avoid punctuation, grammatical errors in any case.

Give people a chance to read and respond to your mail.

Sending attachments should be done with care.

Don’t say anything that you wouldn’t want everyone to know.

… more

Email Netiquettes

Make sure the subject is clear and stick to one topic.

Many people find fancy emails annoying.

Plain text, common fonts as Arial or Times New Roman and simple signature lines should be the standard.

Email is as much a part of your professional image as the clothes you wear, the postal letter you write, the greetings on your voice mail and the handshake your offer. Make sure the impression you

present is positive and professional.

The Checklist

Take Another Look Before you Send

Change a Thread’s subject when the Topic changes

Writing in all CAPS is like shouting

Ideally Talk About one Subject only per email message

Be careful when you cleanup mails before forwarding

Know what to quote in Email Replies

Ask before you send huge attachments

The Checklist

Need to quote original messages properly in replies

Keep your email signature to maximum of 5 lines

What can be misunderstood will be misunderstood

Be careful about the language being used

Use Characters Absolutely Safe to Use in Plain Text Email

Use Updated Antivirus Software on your email

“Good communication is as stimulating as black coffee, and just as hard to sleep after.” – Anne Morrow Lindbergh

Components of Sales Proposal

Budget

Objectives

Strategy and Tactics

Schedule

Results

Closing

Document Design Checklists

Use no more than 5 fonts

Use no more than 5 colors

Use glossy paper

Use white space

Use templates

Use parallelism

Avoid double emphasis

The PAIBOC Formula

Purpose

Audiences

Information

Benefits

Objections

Context

Meeting AgendaTime and Place

Whether each item is presented for information, for discussion, or for a decision

Minutes of the MeetingDecisions Reached

Action Items

Open Issues