Yesterday, we brought you the first half of the chat transcript wherein career expert Sunder Ramachandran discussed business writing with Get Ahead readers.
Today, in Part II, he addresses issues like company emails, how to communicate effectively and the consequences of poor business-writing skills, among other things.
Part I -- Business writing discussed
prasanth asked, Hi Sunder, good afternoon. i have 2 questions. i have seen that top people in the company write emails in oneliners and also do not address the TO reciepient. But in general, we cannot do the same when we are writing to higher ups. Does it not amount ot disrespect when you don not address somebody or is it the mode in higher levels. How to be objective when replying to a email which is carelessly written/doesnt concern the query you have asked
Sunder Ramachandran answers, Good question Prasanth. If you find that the message is not in alignment with your question, then it's your responsibility to remind the reader of the key issues again. It's not considered impolite.
VIJAY asked, Hi sundar, I know that i have to express an idea or an information but will feel loss of words when i turn to writing a mail... would you please help me out on this
Sunder Ramachandran answers, Start by writing a rough draft and then proofread the same for improvements. This could be time-consuming to begin with, but you would start writing well in due course of time.
Biswajit asked, How to move in the next phase of BD role , like VP or Country head ?
Sunder Ramachandran answers, Whether you are a manager or a VP, you need to have a personal script to introduce yourself when you meet clients, participate at a professional meeting, attend a training workshop or a job interview. Enabling yourself for both effective professional and social interaction requires your personal introduction to focus not only on your professional image but also your image as an individual who has interests and a life outside work. This is where a good command of the language, vocabulary and grammar are critical. Articulate yourself with the right words and phrases, accompanied by the appropriate body language. This would certainly help your transition into the next role.
Meera asked, Dear Sir, How can same content (letter) be formatted for different audiences (depending upon the level, understanding and experience)? Thank you.
Sunder Ramachandran answers, Start by recognising the differences. Accept and acknowledge that there are distinctions between your communication style and that of other people. Avoid assumptions. Bear in mind that others may not react in the same way to your messages as you thought, nor will they have the same fundamental theories or beliefs. Do not pre-judge. If people react differently to your message, do not automatically assume that they are wrong. Keep these points in mind while communicating with people across the board.
Meera asked, Dear Sir, Does a poorly written/addressed document lead to loss of business? How major the loss could be? Or how important really is expressing the fact than actually implementing it. What if you are good at work but not in written skills?
Sunder Ramachandran answers, The way you write reflects the quality of your presentation. People often form perceptions based on what they see. So it's important to make sure that your business writing shines.
Meera asked, Dear Sir, Does a poorly written/addressed document lead to loss of business? How major the loss could be? Or how important really is expressing the fact than actually implementing it. What if you are good at work but not in written skills?
Sunder Ramachandran answers, Today's workplace is constantly changing, so learning more about effective communication helps us all adapt to our changing environments. Effective communication is as important as the quality of your work.
sudhir asked, Hey Sunder are you there for reply..
Sunder Ramachandran answers, Please ask your question.
madhu_sri asked, Hii Sundar. I have been good in my communication skills. I don't read much of books nowadays, will that affect my communication skill in the long run? i get no time to get into other activities when i am in a project. So, kindly feedbackk ur suggestions.
Sunder Ramachandran answers, Madhu -- any skill, including communication, is like a muscle. The more you flex it, the more it grows. So take some time out to invest in your personal skill-building initiatives.
prasadpatil asked, hi u r not answaring every que. b'coz i put my question befor 15min. but no responce or u r taking only selected question...???
Sunder Ramachandran answers, Prasad, I am taking up questions pertaining to effective business writing, as that's the theme for today's interaction. What's your question?
Prince asked, Hi, What is the best way to write documentation?
Sunder Ramachandran answers, Here are some steps that you could consider practising: avoid distractions. It's best to read your documents in a quiet environment, with no disturbances such as phones, background conversation, etc. Read the work out loud. Using proper intonation will help you to spot faulty sentence construction and bad punctuation and grammar. Concentrate on reading one word at a time. This takes practice. It's fairly common to skim over the words when we read normally. Try to make a conscious effort to stare at each word in turn. This isn't as slow as it sounds -- it's just a different reading technique. Be methodical -- read one line at a time. Use a ruler to guide your eyes so that you don't miss the odd line.
Deepa asked, What is the best way to communicate a negative message in a strong but not sounding offensive way?
Sunder Ramachandran answers, Negative messages need special handling. Make them persuasive. Your message must never sound rhetoric or apologetic. Support your message with facts and figures. Convince your readers that your interests coincide with theirs. Analyse their situation to choose your approach. Reveal your emotions positively. Translate ideas and insights into your own words. Your words and phrases should be inspiring, meaningful and helpful.
hk asked, What are the ways to make my writing stylish and attractive?
Sunder Ramachandran answers, The main purpose of any communication is not to sound impressive or use long words that no one can understand! The main purpose is to communicate clearly, be understood and be effective -- and that means to achieve results from your writing. You can do this by: structuring your documents logically; organising your points visually; and using familiar terms and keeping your messages trim.
Sunder Ramachandran says, Managing and growing your career for progression and succession needs an ability with linguistics, a wide vocabulary, effective communication skills, relationship management competencies and the ability to be your true self. A tall order ... but achievable, with effort, perseverance and diligence. All the best!!
Part I -- Business writing discussed