Written Communication unit 1 Personal Communication
-
Upload
ganesha-pandian -
Category
Education
-
view
500 -
download
3
Transcript of Written Communication unit 1 Personal Communication
![Page 1: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/1.jpg)
MSM-MBA 2016
1
Written CommunicationCourse code: BA 7108
Unit 1 : Personal Communication
Prepared and presented by,
N. Ganesha Pandian,Assistant Professor,Madurai School of Management.
I year I Semester
![Page 2: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/2.jpg)
MSM-MBA 2016
2
Contents• Journal Writing
• Mails/E-mails
• SMS
• Greeting cards
• Situation based – Accepting/Declining Invitation
• Congratulating, consoling and conveying information
![Page 3: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/3.jpg)
MSM-MBA 2016
3
Meaning of personal communication
•Personal communication can be defined as a direct exchange of information and emotions between two or more persons either in their physical presence or through any particular communication medium
•Also called as Face to face communication
![Page 4: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/4.jpg)
MSM-MBA 2016
4
Nature of personal communication
•Uniqueness
•Immeasurable
•Responsive
•Reflective
•Unambiguous
![Page 5: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/5.jpg)
MSM-MBA 2016
5
Principles of personal communication• To avoid waste of time
• The message must reveal necessary fact
• The vocabulary level of receiver must be considered
• To convey the message to the receiver in the same way we feel.
• The manner, style and temperaments are equally important
• Appropriate fitting words to be chosen
• Short sentences and clear words to be used
![Page 6: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/6.jpg)
MSM-MBA 2016
6
Significance of Personal Communication
•Personal character
•Feedback
•Less noise
•Flexibility
•Speed of conversation
•Use of body language
![Page 7: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/7.jpg)
MSM-MBA 2016
7
Types of personal communicationI, Body language
Elements of body language :
•Gestures
•Facial expression
•Eye contact
•Posture
•Dress code
![Page 8: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/8.jpg)
MSM-MBA 2016
8
Oral communication• Forms of oral communication:
1. Informal face to face conversation
2. Interviews
3. Group communication
i. Debate or Group Discussion
ii. Meetings
iii. Conferences
iv. Committees
4. Speeches and presentations
![Page 9: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/9.jpg)
MSM-MBA 2016
9
Written communication•Types of written communication
1. External written communication
2. Internal written communication
![Page 10: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/10.jpg)
MSM-MBA 2016
10
Advantages of personal communication•Resolution of misunderstandings
•Builds comfort level
•Help improve loyalty
•Effective communication
•Builds confidence levels
![Page 11: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/11.jpg)
MSM-MBA 2016
11
Disadvantages of personal communication
•Absence of good interpersonal skill; leads to ineffective communication
•Once said; cannot be taken back
•Less time to respond
•Lengthy speech cant be delivered
•No written records are maintained
![Page 12: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/12.jpg)
MSM-MBA 2016
12
Modes of personal communication
•Letters
•Journal writing
•Mails/E-Mails
•SMS
•Greeting cards
•Invitations
![Page 13: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/13.jpg)
MSM-MBA 2016
13
Journal writing•A journal may be defined as sequential,
dated chronicle of events and ideas, which include the personal responses and reflections of writer on those events and ideas
•Collection of reflective writing – Journal, log, diary, dialectical notebook, blogs and workbook
![Page 14: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/14.jpg)
MSM-MBA 2016
14
Characteristics of journal writing •Written
•Dated
•Informal
•Flexible
•Private
•Archival
![Page 15: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/15.jpg)
MSM-MBA 2016
15
Types of journals• Learning Journals
• Diaries
• Dream book or log
• Autobiographies, life stories and memoirs
• Spiritual journals
• Professional journals
• Dialogue journals
• Reading response journals
• Financial journals
![Page 16: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/16.jpg)
MSM-MBA 2016
16
Importance of journal writing•Reduces stress
•Solves problems
•Promotes self growth, self love and acceptance
•Preserves memories
•Improves writing
•Sharpens senses
![Page 17: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/17.jpg)
MSM-MBA 2016
17
Tips for journal writing • Use one journal for a year
• Use links to important areas and times
• Use table of content
• Use different colors and styles
• Use templates for repeating contents
• Date and time etc may be included at the top
• Leave space at the top
• Use any and all writing instruments
• Don’t be concerned about mistakes
• Write as often as you can
• Write from the heart
![Page 18: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/18.jpg)
MSM-MBA 2016
18
Mail/E-Mails• E-mail (electronic mail) is the exchange of computer-
stored messages by telecommunication
Elements of E-mail:
1. Sender
2. Mail agent
3. Message
4. Mail transport sub-system
5. Recipient
6. Recipient mail agent
7. Email address
![Page 19: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/19.jpg)
MSM-MBA 2016
19
Email emoticons and acronyms
![Page 20: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/20.jpg)
MSM-MBA 2016
20
![Page 21: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/21.jpg)
MSM-MBA 2016
21
Advantages of E-mail•Managing E-mail is easy
•Email is fast
•Inexpensive
•Easy to Filter
•Transmission is secure and reliable
•In contact
•Valid one
![Page 22: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/22.jpg)
MSM-MBA 2016
22
Limitations of Email• Does not guarantee secrecy
• May be taken less serious than traditional letters
• Receiver may not check inbox
• Sometimes may be undeliverable
• Sender may make mistakes because it is prepared fast
• Spamming
• May not reach on time
![Page 23: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/23.jpg)
MSM-MBA 2016
23
SMS (Short message service)•SMS : Popular form of non-verbal mobile
communication
•Instant messaging
•Short message can be no longer than 160 characters
•These characters can be text (alphanumeric) or binary non-text short messages
•GSM,CDMA and TDMA supports SMS
![Page 24: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/24.jpg)
MSM-MBA 2016
24
Features of SMS•SMS supports several input mechanisms
•SMS guarantees delivery of message by the network
•Low band width message transfer
•Instant messaging and gaming
![Page 25: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/25.jpg)
MSM-MBA 2016
25
Advantages and disadvantages of SMS• Advantages:
1. Guaranteed message delivery
2. Reliable and cost effective
3. Delivery of messages to multiple subscribers
4. Convenience to use
5. Ability to receive diverse information
• Disadvantages:
1. They are limited up to
160 words only
2. They provide a
limited text-based
experience
3. They can be very
expensive
4. Cant be delivered to
DND subscribers
![Page 26: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/26.jpg)
MSM-MBA 2016
26
Greeting cards •Greeting card may be defined as
segments of folded paper or card that encompasses text or images on the front cover and a message of greeting, congratulation or other sentiment inside, usually sent or given on a special occasion
![Page 27: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/27.jpg)
MSM-MBA 2016
27
Importance of greeting cards •Conveying messages
•Building relationships
•Expressing emotions
•Making people better persons
•Business greeting cards
![Page 28: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/28.jpg)
MSM-MBA 2016
28
Types of Greeting cards
Congratulations cards
Online greeting cardsHoliday cards
Business/ Professional cards
Romantic cards
Consoling cards
Invitation cards
![Page 29: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/29.jpg)
MSM-MBA 2016
29
Congratulating cards•Birthday cards
•Anniversary cards
•Wedding cards
•Cards for retirement
•Cards for graduation
![Page 30: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/30.jpg)
MSM-MBA 2016
30
Invitations• An invitation may be defined as a “spoken or
written request for someone’s presence or participation”
• Corporate invitation – Begin with name and symbol at the top; should not include ads
• Shareholder meetings and annual board meeting should have four to six weeks’ notice
• In-house meeting should have minimum of one week’s notice
![Page 31: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/31.jpg)
MSM-MBA 2016
31
Timing of invitation• Some additional timing guidelines are as:
1. Six to eight months before an important seminar to out of town executives
2. Four to six months before an important dinner to out of town executives
3. Three to five weeks before luncheon
4. Four weeks before an evening reception
5. Two to three weeks before a breakfast
6. Two to three weeks before a cocktail party
7. Two to three weeks before a tea party
![Page 32: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/32.jpg)
MSM-MBA 2016
32
![Page 33: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/33.jpg)
MSM-MBA 2016
33
Guidelines for addressing an invitation• Select the guests your are inviting and with titles, such as
professor, doctor, Dean or judge
• Address business invitation to individual within company
• Use “Ms.” to lady, if you are not certain about marital status
or use “Mrs.” ; “Miss” used for recipient below 18 yrs
• Address “Mr.” to all males;
• Write the full name to avoid confusions
• Use “dear” as greetings – accepted as polite and formal
greeting
![Page 34: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/34.jpg)
MSM-MBA 2016
34
Responding to an invitationAccepting or Declining an
invitationGuideline for accepting an invitation:
1. Format
2. Say thanks
3. Accept
4. Details
![Page 35: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/35.jpg)
MSM-MBA 2016
35
Guideline for Declining invitations
•Be timely
•Respond according to invite
•Decline graciously
•Send regrets
•Flow proper etiquette
![Page 36: Written Communication unit 1 Personal Communication](https://reader036.fdocuments.net/reader036/viewer/2022062412/58734bf81a28ab56378b53bd/html5/thumbnails/36.jpg)
MSM-MBA 2016
36