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Pearson Business Reference and Writer’s Handbook
Section ElevenBusiness and Employment
Communications
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.2
This section provides
Fundamentals of writing everyday business documents used for meetings, travel, and events
Standards for writing resumes, cover letters, and job search follow-up messages
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.3
Objectives
Prepare agendas and minutes for routine and formal meetings
Prepare an itinerary Develop a resume Write a cover letter and follow up
Write to persons who assist with the job search
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.4
Agendas
Are prepared for formal and informal meetings meetings to list Title/purpose of the meeting Attendees/members Items for discussion Activities/program for a meeting or event
Order of business or activities Presenters
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.5
Items for an informal agenda
Person or group convening the meeting
Title indicating the meeting’s purpose
Date, time, and location List of attendees Topics in order of discussion Presenter and time allotment for each topic (optional)
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.6
Formal meeting agendas May follow parliamentary procedure and include the following as well as other items: Call to order Roll call Reading and approval of last meeting’s minutes
Reports of officers or committees New business Program Adjournment
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.7
Agendas for conferences and seminars
May be produced in-house May require development of a one- or two-page program
Even when agendas are professional produced, internal staff usually prepare the draft and make suggestions for readability
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.8
Minutes of meetings
Provide a written record of the discussions, actions, and decisions made on the agenda items
Minutes for formal meetings follow a more rigid format that correlates to the parliamentary procedure order of business
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.9
Standard items for meeting minutes
May include all or some of the following: Name of the group/title purpose of the meeting
Time, date, location Name of the person presiding over the meeting
Names of attendees and members who were absent
Summary of resolution of each agenda Plans for next meeting
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.10
Itineraries
Are detailed schedules of activities used for travel and events; they may include Traveler’s name Destination and purpose Transportation details Accommodations details Contact information for appointments, meetings, meal reservations
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.11
Press releases
Are distributed to media outlets To get information out to the public in the language that the organization prefers
To announce new products and services, staff changes, organizational restructuring, special events, and so on
Should be written with the assumption that copy will be picked up verbatim
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.12
Employment communications
Focus on aspects of your background, education, experience that present you as the person best-suited for the position you want.
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.13
The chronological resume
Lists employers and work experience together in reverse chronological order—from most recent to earliest.
Employers perceive this resume style as fact-based.
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.14
The functional resume Highlights work experience, specialized skills, and professional achievements that match the requirements of the position being sought.
Works well for people who have changed jobs often, worked in different fields, or who have not been steadily employed
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.15
A combination resume Merges chronological and functional styles.
Lists important skills, educational background, and achievements first (functional), and then specific employment data and brief descriptions of responsibilities and achievements with each employer (chronological).
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.16
Standard resume parts Contact information Summary or professional profile Objective Employment history and work experience
Education Special skills and achievements References
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.17
Resumes should Use keywords and action verbs
To communicate your experience in sharp language
To facilitate organizations that scan resumes for words that relate to job qualifications
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.18
The cover letter
Introduces you and your resume Explains why you are interested in the company and the position
Refers to your qualifications Indicates when you will contact the recipient
Should always be addressed to a specific person
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.19
Resume formatting Resume formatting has changed with the use of technology
The trend is away from making it “pretty” to making it easy to scan into a database
Use keywords and action verbs to communicate your experience in sharp language and to facilitate organizations that scan resumes for words that relate to job qualifications
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.20
The resume and cover letter should show that you
Understand the major requirements of the position
Have education, training, and experience that meet the requirements
Present qualifications and characteristics that relate to the position
Offer references Request an interview
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.21
Job search courtesy Never use a person’s name for a reference without asking permission
Always write a thank-you message for a reference
Always write a thank-you message following a job interview
If you lose interest after an interview, let the employer know
Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling
© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights
Reserved.22
Employment communications
Are sales tools that must be persuasive and must sell your qualifications.Before preparing them, find out all you can about the job for which you are applying.