Wednesday, October 25, 2006

Leadership Communication Chapter 2:Creating leadership documents

Chapter 2: Creating leadership documents

There are 2 types of documents: 1) correspondence and 2) reports. Leadership documents are correspondence and reports by which managers and executives assert their influence in a wide range of organizational setting.

Selecting the most effective communication medium to help you decide which is the best in your situation.

Creating individual and team documents – you should go through each step in order until the final phase by 1)analyzing and planing 2) creating and developing and 3)refining and proofing. Your purpose and strategy affect content, organization, format, and style. They will govern how you approach the process ans how you complete it .

Creating team document – leader must manage the process of document creation within the team setting. Teams use one of two ways to divide the tasks:
1) The single–scribe approach: one person on the team does all of the writing eith the others providing the contents to the scribe.
2) The multiple-writer approach: the team devides the writing among the team members accoeding to the selections for which they have provided most of the content.
Whether working alone or with a group, you need a method for controlling the versions of your documents. To keep the version straight, the team should decide together when drafts are due, who is to receive them, and in what order they are to circulate through the team.

Organizing the content coherently means to hold together which is what you want your documents to do.

Organization and content – usually you will want to organize your document deductively, stating your main message, conclusion, or principle recommendation directly at the very beginning of the document and proceeding through secondary arguments and supporting information.

Opening with power – use your analysis of your audiences to determine how best to begin, but try to state your main point as early as possible in your document so that the reader knows your reason for writing.

Developing eith rrason – your logical structuring should be MECE means your supporting topics do not overlap, and you have provides aequate justification for each one. MECE also suggests a balance for your sections.

Closing with grace – you should end as quickly and directly as you began by providing a sense of polite, unrushed closure.

Conforming to content and formatting expectations in correspondence baesd on the purpose, strategy, and audience. Good formatting reveals and supports the organization. Format is important in helping your audience see the structure and logic of your document and in making it easy for them to skim or read.

Including expected content in reports the type of report, the company style, as well as the industry standards will often dictate content and organization. As a leader of an organization, you may write report that inform, instruct, or persuade. Besides you may team up with or supervise others in writing the reports.

A formal full-length report – should have a table of contents that reveal the organization and allows readers to see the overall contents and select the sections revelent to their needs and interests.

Including exhebits in reports – there are 1)exhibit Placement - insert the exhibitas close as posible to the text that discusses it sush as in an appendix at the end of the document. 2) Exhibit labels – you must reference the exhibit by its number in your text discussion just prior to its appearance.

Handling research information in reports- usually include information obtained from primary research(surveys, interview,or direct observation) or secondary research(publishe materials in books or webs).

Proposals and progress reports – A proposal msy be writtten as a formal report with a letter of transmettal, executive summary, or as a formal letter. A progress report presented formally as reports that allow you to highlight progress on a project or task.

Executive summaries – must accurately summarize the major messages of the original document.

Formatting business documents effectively that make readers can easily skim the document, correspondence, and report . besides,the readers can find the key messages and select what they want to read. The document should conform to the following business writing standards:

Layout – letter and memo should follow standard conventions and report formats should be appropriate for the method of delivery to the audiencs.

Spacing and Alignment – should be single spaced with double spaced between the paragraphs.

Font type and size – should usse one of the traditional serif fonts.

Using headings – make it easier for the audience to access the information in the document.

Formatting lists – using bullets or numbers.

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