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
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