Running a Meeting: Written Communication

PART 1

Developing Written Communication

Key Message 

Written communication is crucial in all aspects of business operation and management. Cox Communication Collections Department can enhance its strategic communication by ensuring effective written communication is employed in meetings. Typically, a meeting may involve written communication starting from invitation emails, memos, notices, and direct messages to presentations, written speeches, reports, and minutes ( Butterfield, 2017) . Written communication, in this context, will involve a PowerPoint presentation summarizing the report written on the importance of strategic communication to the Cox Communication Collections Department’s employees. Aspects of effective written communication are highlighted in the report and the presentation. The skills of a communicator are evident in the manner in which information is presented in a written document. According to Luck (2016), i t all starts with the purpose of writing the document that enables the writer to plan effectively in terms of the correct and relevant choice of words. The purpose of the document is dependent on the information being communicated, the timing, and the target audience. 

Providing the Necessary Information and Build Credibility

The whole purpose of communication is to pass essential and relevant information to the target audience. The information should be relevant and credible; otherwise, it will not elicit the desired response. Martel & Brock (2009) state that written documents offer the writer an opportunity to take time and go through the written information before disseminating it to the intended audience. 

Principally, the source of information determines its credibility. To make written communication believable, writers cite literature sources to enable the audience to verify the believability of the information, in case they doubt it, or if they want more information ( Mizrahi, 2015) . All in all, the most crucial element of communication is the relevance of the information being put across. Conveying the right information to the wrong audience population may prove futile in eliciting the desired response.

Support the Key Message 

While communicating through written forms of communication, there is a need to be clear, concise, and direct. Such a strategy will make information more comprehensible. As demonstrated by Mizrahi (2015) , it is also vital to support arguments use to convince the audience. Unlike spoken communication that may not be recorded, written communication enables the audience to go through a document numerous time, looking for support for stated arguments. Comprehensive knowledge of the audience will allow the communicator to make the right choice of words. For example, technical words can only be used when addressing people in a particular profession or discourse if they are the intended audience of the written information. 

Employing either the Consult/Join or Tell/Sell techniques

While disseminating information to the chosen audience such as a Cox Communication Collections Department’s crisis meeting, the communicator, such as the manager of the company, may choose between consult/join or tell/sell techniques. The consult/join technique requires the communicator to write in a style that poses many questions to the audience. It is presented in a manner that will challenge and motivate the audience to contemplate the issue at hand, and formulate feasible solutions ( Butterfield, 2017) . On the other hand, the tell/sell technique will involve written communication that informs the audience of a decision that has been made (tell) and justify the necessity of making the decision through reasons that concisely presented and supported by credible sources (sell). 

Relaying an Actionable Request to the Audience Clearly

Typically, all forms of communication are intended to relay an actionable request. By using the word "actionable" is not literal since the information being relayed may require the intended audience to do nothing about a situation. Moreover, written communication should be persuasive, especially when relaying a message that is tailored to elicit an emotional response or implore the audience to act in a particular manner ( Martel & Brock, 2009) . For example, a memo written to Cox Communication Collections Department’s employees regarding their responsibility to communicate strategically should emphasize the importance of effective communication should demonstrate the use of persuasive rather than commanding language. 

Writing Professionally

Communication should be Clear and Concise

When addressing the Cox Communication Collections Department’s employees through written forms of communication, clarity of the final document is mandatory. Using a lot of vague and lengthy sentences will make the document irrelevant and tedious to read. Usually, formal communication does not involve the use of lengthy words, but rather few, comprehensible, and relevant words. After all, most people working in the company are busy and will not have hours to spend reading the document ( Pardillo, 2019) . Clarity can be enhanced by neat formatting of a document and an excellent choice of words to address a specific issue with the target audience in mind. Additionally, structured presentation of ideas enhances clarity and conciseness. For instance, documents, where information is arranged haphazardly with repetitive sentences, lack clarity. As for briefness, the choice of words and writing skills of the writer are required. In general, clarity and conciseness are heavily dependent on the writer's skills in formal written communication. 

Communication should Build Logicality 

Logic is a vital element of formal written communication since it depicts the serious of the issue being addressed. According to Martel & Brock (2009) , using logic in written communication ensures that one does not have to use too many words to support arguments presented in the written document. What is more, logic enhances the relevance of the information in the written document. Logic likewise demonstrates the professionalism of the communicator since it eliminates gut-feelings, prejudice, and bias in the written document. To ensure logic when writing, one is required to put aside any ideas involving "leaps of faith" but instead basing arguments on possibilities, actual scenarios, and past experiences. Logicality ensures that the writer reveals himself/herself as a genuine person who has more profound insights into the problem that they are communicating. Furthermore, it gives the impression that the writer is not persuading the reader to follow the writer’s opinions ( Cucchi & Murphy, 2011) . Instead, the writer is just enlightening the reader to make the right decision. The writer also enlightens the reader about business matters within the organization.

Sentences should Flow Smoothly, using Appropriate Transitions and Varying Sentence Structure

In a bid to ensure that written communication is useful, sentences should flow smoothly, using appropriate transitions and different sentence structures. Such a level of professional writing can be achieve through the use of logical connections between ideas, and every paragraph should start with an active topic sentence. Moreover, sentences should be linked with appropriate transitions, choosing concise words, and utilization of a varied sentence structure. A document is easily readable and comprehensible if the reader is transitioned seamlessly from the introduction of the document to its conclusion ( Butterfield, 2017) . On the other hand, varying sentence structure enhances the uniqueness of every sentence and paragraph that marks the presentation of unique ideas highlighted through a topic sentence. The topic sentence introduces a concept and acts as the thesis statement of the paragraph. Thus, it is a necessary addition.

Employing Appropriate Formatting for Ease of Reading and Clarity of Message

When writing documents such as letters, emails, memos, notices, speeches, reports, and minutes, formatting is fundamental in promoting the readable of the piece. The format depends on the type of document. Some documents, such as memos and formal letters, have standard structures that are accepted universally. Failure to follow these structures will confuse the target audience and portray the writer as an unprofessionalism individual. Other documents, such as reports, may be formatted based on the discretion of the writer, depending on the length and the type of information being relayed ( Clippinger, 2016) . Similarly, speeches are relatively formatted to enhance the ease of reading for the reader rather than the audience. However, the audience is given a written speech in some events. Ultimately, formatting is crucial if information is to be disseminated outstandingly. 

Demonstrate Professional Presence

Being Authentic and Genuine in Written Communication

Authentic communication portrays a communicator’s seriousness in relaying information to the target audience by showing that the content in the document is original. The Cox Communication Collections Department can ensure authenticity in its written communication processes by upholding honesty and transparency. Authenticity is lost when falsified information is included or implied in written communication. Complimentarily, authenticity in written communication could be lost when the writer fails to conduct comprehensive research when writing documents such as reports ( Pardillo, 2019) . In-depth and extensive research is required when creating reports since they mostly cover a wide range of topics and issues. 

Additionally, the presentation of information may compromise the authenticity of written documents. For instance, readers may raise questions where mathematical calculations are done incorrectly. From that perspective, the writer should go through the written document to ensure that errors are eliminated; hence, minimizing chances of seeming inauthentic. Just like in spoken communication, the authenticity of communication is illustrated by how organized the message is relayed. For example, writing emails with errors and making several corrections through the same thread or new emails could compromise the authenticity of the email and its contents ( Schandeler & Probert, 2016) . Similarly, writing reports whose sources and the writers are not correctly recognized, means that readers will question the genuineness of the writer and the content conveyed.

Using the Appropriate Tone and Vocabulary for the Target Audience

In written communication, the choice of the appropriate tone and vocabulary for the target audience depends on the purpose of the document. However, the tone and vocabulary of every formal means of communication has restrictions. For instance, informal and vulgar words cannot be used in any formal method of communication irrespective of the purpose of the message or status of the situation at hand. According to Schandeler and Probert (2016) , the choice of words and tone used for formal written communication is also influenced by the audience. For example, technical words specific to a particular discipline such as software engineering cannot be used when addressing members of the Cox Communication Collections Department. On the other hand, the tone of written communication should be chosen carefully since it depicts the writer's perspective on the subject of the written document. 

Establishing Rapport to Connect with the Target Audience and Grow the Relationship

Building a rapport with the audience enables the writer to capture the attention of the readers and steer them seamlessly through the document. Unlike spoken communication, where the speaker starts by "breaking the ice," written communication requires the writer to introduce the subject matter clearly and concisely. Newman (2017) posits that a good introduction will convince the reader why they should read and understand the whole document. Such an approach enables the writer to establish a rapport with the reader. 

To ensure that rapport is maintained and that the relationship with the reader keeps growing, the writer should use "ethos," "pathos," and "logos" in relaying information ( Martel & Brock, 2009) . Ethos involves an ethical appeal to the reader, which demonstrates the writer's value for business ethics. Expressing one's value for ethics shows the readers that the document was composed ethically by an ethical writer. Pathos implies an emotional appeal to the reader where the writer takes the reader deeper into the content of the document. Emotional appeal triggers more profound thoughts in the reader’s minds hence enhancing their attention to the content they are reading ( Newman, 2017) . Finally, logos ensure logical appeal that emphasizes the essence of the document. Logic enables the reader to understand the purpose of the document, thus convincing them to continue reading it attentively when it is incorporated in a written document.

PART 2

Channel and Style

Explaining the Choice of the Specific Channel used for the Written Communication 

The most common channels of written communication that are used during meetings are reports and PowerPoint presentations through digital screens or projects. The PowerPoint presentations provide the audience with brief insights into what is vastly explored in the report. Presentations are preferred in meetings because they save time by enhancing conciseness and clarity ( Cucchi & Murphy, 2011) . For instance, it can be time consuming and inconvenient to relay information to the Cox Communication Collections Department’s employees through word documents since they are not as appealing to a distance eye as PowerPoint presentations. PowerPoint presentations combine the features of text and graphics content, thus improving human-screen interaction, which improves attention and comprehension of the intended message.

What is more, PowerPoint presentations provide different forms of transitions of slides, enhancing a continuous switching from one topic to another ( Luck, 2016) . The ease of its design ensures that the communicator does not struggle to dispense information and the audience can grasp trends with ease. The importance of presentations is demystified by the fact that in the twenty-first century, they have become almost unavoidable in meetings that involve the illustration of summarized information.

The choice of PowerPoint presentation as an ideal communication tool during meetings can be crucial in scenarios where the communicator wants to present a summary of a larger written document to the audience. For example, a PowerPoint presentation can be used when one wants to give an overview of a detailed report to the target audience. The major topics of the report can be summarized into a single or two slides. The information of each subtopic can be presented through bullet points to enhance visibility. What makes this channel of written communication effective in disseminating information is the fact that it is complemented by verbal communication when the presenter goes through the slides in front of the audience ( Pardillo, 2019) . Thusly, it enables the writer/presenter to convince the audience to follow-up on the topic being presented by providing an insightful summary of the information that is meant to be availed to the audience.

Explaining the Style employed in Written Communication and why it was Chosen 

The tell/sell communication technique was used for written communication because of its appropriateness in relaying the intended information effectively. Since the information being communicated is already complied in a detailed report, the tell/sell technique is the most appropriate method of passing the information to the Cox Communication Collections Department’s employees. Essentially, the report is meant to tell the employees what they are required to do in a bid to improve strategic communication. The utilization of a PowerPoint presentation in a meeting is intended to persuade the employees to read, comprehend, and practice the ideas conveyed in the report ( Pardillo, 2019) . During the presentation, the presenter appealed to the audience to explore the detailed information presented in the report. Here, the presenter will be selling the idea of practicing strategic communication and how to do so by marketing the report to the audience. 

The tell/sell technique is crucial in instances where the audience has been evaluated. The evaluation results are presented through written communication to the employees (telling). After telling the employees that the assessment findings denote that some form of intervention is necessary, the audience will feel persuaded to act appropriately (selling). The tell/sell technique demonstrates that the management of the company is in control of the situation, and all that is required is for employees to act as they are instructed. In this case, the employees are required to read the written report and practice it at the workplace ( Mizrahi, 2015) . Typically, it is evident the audience is not given participatory opportunities in this communication, unlike in the case of consult/join technique. The tell/sell technique does not involve the employees/audience in seeking solutions to organizational issues. It is only used to communicate the management's answers to the problems. In that regard, it only requires the audience to act as needed.

Use Feedback to Refine Your Communication

Describing the Feedback Received on the Written Communication

The feedback was vital in discovering aspects of written communication that I may have gotten wrong. For example, my goal or purpose of the communication was not clear, as I later came to discover. The purpose of written communication or any other form of communication is to relay relevant and authentic information to the audience. In written communication, the writer might not know what they want to disseminate to their readers. Still, poor choice of words or ineffective presentation of information may compromise the readability of the final information ( Cucchi & Murphy, 2011) . The purpose of the communication enables the writer to explain clearly to the reader the actions that they are required to take upon reading the written information. To explain the purpose of the written information or what readers are required to do, the writer must use the appropriate tone, vocabulary, grammar, and language. These elements were not clearly expressed in my week five discussion, as indicated in the feedback.

Common grammatical mistakes are also a significant hindrance to the comprehension of an outstandingly written report. These are mostly caused by the writer’s laxity or complacency when it comes to proofreading written documents. As illustrated in the feedback, failure to keep words simple may adversely affect the readability of written documents ( Mizrahi, 2015) . Also, complex words may make documents unreadable; thus, the document fails to serve its intended purpose.

How I used the Feedback to Revise and Improve the Intended Message

The preciseness of the feedback was important in improving the projected message and gaining more knowledge on better-written communication. Most importantly, the feedback focused on the essence of clarifying the core message. As illustrated by Cucchi & Murphy (2011) , the clarity of the message stems from the topic sentence. This is followed by an introduction that explains to the reader what the document will be covered, including its scope. From another point of view, the clarity of the written communication may be improved by developing a well-thought-out structure. The structure of a document makes it easier to capture the intended message of written communication. Moreover, a well-structured document enables the reader to distinguish between main points, their sub-points, and supporting points.

The feedback indicated that some content was missing hence the failing to relay complete message effectively. From that perspective, planning before writing is recommended, especially where the written communication is required not to exceed a certain number of words ( Martel & Brock, 2009) . Based on the comments in the feedback, I contemplated on planning the structure of the deliverable before I start writing. By approximating the number of words required for every section and subsection, one can use words effectively yet practice conciseness when doing the actual writing. Planning can also assist the writer in drawing many ideas together and presenting them in a few chosen words. Therefore, the feedback challenged me to work on my planning strategies and practice them in every form of written communication. 

References

Butterfield, J. (2017).  Written communication . Australia; United States: Cengage Learning. 

Clippinger, D. A. (2016).  Planning and organizing business reports: Written, oral, and research-based . New York, NY: Business Expert Press.

Cucchi, C. & Murphy, A.C. (2011).  Written Business Communication . EDUCatt. Top of Form

Luck, S. L. (2016).  Zen and the art of business communication: A step-by-step guide to improving your business writing skills . New York, NY: Business Expert Press. 

Martel, A., & Brock, P. (2009).  Effective written communication . Queebec: Tele-universite, Universite du Quebec a Montreal.

Mizrahi, J. (2015).  Writing for the workplace: Business communication for professionals . New York, NY: Business Expert Press.

Newman, A. (2017).  Business communication: In person, in print, online . Boston, MA: Cengage Learning.

Pardillo, J. C. (2019).  Business Communication . Ashland: Society Publishing.

Schandeler, F., & Probert, C. (2016).  Clear written communication: Simple tips for getting your message across . 50Minutes.com