Crash Course in Corporate Communications

So much to write — so little time — so much at stake! This popular handbook for business and professional writers has been fully revised to fit today's communications technology. Guidelines for writing e-mail, policy, procedures, reports, letters, minutes, proposals, reports and presentations, and avoiding common grammar mistakes. Write quickly, clearly and correctly — and watch the benefits roll in!

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Why every office needs Crash Course in Corporate Communications

• Ideal handbook for knowledge workers in business, government and education.
• Practical, crystal clear, honest, up-to-date and easy to read.
• Guidelines for writing and editing all common genres of business documents.
• Used as a textbook by the NZ Institute of Chartered Accountants and the NZ Institute of Management.
• Written for New Zealand but appreciated throughout the world.

Table of Contents

1. First things first
Corporate communications, 1
How to use this book, 1
The cost of poor communication, 3
The history of plain language, 5
How plain language helps, 6

2. Write plain language
Plain in two ways, 7
Documents that should be in plain language, 7
Main features of plain language, 8

3. Everyday communication
Make the most of email, 21
Writing emails and other letters, 25
Structuring a message, 28
Letters to international clients, 31
Best of both worlds: writing the easy way, 31
Writing faxes, 33
Writing memos, 33
Writing media releases, 34

4. Reports
Inform, interpret, advise, 37
Think first! 38
Process of report writing, 39
Usual sections of a report, 40
Make each section do its duty, 41
Structure reports for the readerÕs convenience, 44
The all-important executive summary, 44
Use graphics for facts and figures, 45
Choose your report format: traditional or modern? 48

5. Proposals: persuasion in action
Proposals are not reports, 51
Persuasive structure, 53
How to persuade your reader, 55
Your covering letter, 56

6. Policy, procedures and instructions
Company policy, procedures and instructions, 57
Public sector policy writing, 59
How to write policy, 62
Writing staff manuals, 64
Documentation requirements for ISO 9000, 65

7. Modern page design
The impact of the PC, 66
Easy-to-read design features, 67

8. Oral communication
Discussions with clients and customers, 74
Informal meetings, 75
Using the phone, 75
Formal meetings, 76
Making speeches and presentations, 81
Electronic presentations, 83
Team presentations, 84
Interviewer and interviewee, 87
Death by PowerPoint or any other brand, 87

9. Getting it right
At last we get to grammar, 88
Ten serious grammar mistakes, 89
Some minor grammar points, 94
Punctuation, 95
Editing and proofreading, 103
Tips for writing faster, 109

10. Corporate responsibilities
Role of the corporate communications team, 111
Taking the broad view, 112
Developing communications policy and procedures, 113
Corporate style guide, 114
Team writing, 115
Train your writers and monitor the results, 116
Documentation and quality management, 117

11. Examples of documents, 118

12. Checklists, 150

Index, 173

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© Rachel McAlpine Trust 2007 PO Box 19184 Wellington New Zealand