Business Writing For Administrative Professionals

Business Writing For Administrative Professionals A focused business writing course for executive assistants, PAs and all staff providing administrative support to their organisations

Book and pay NOW and bring your colleague for FREE on this course See back page for details*

16 – 19 February 2014 Radisson Royal Hotel, Dubai, UAE

Top 3 Business Benefits 1. Improve the readability of your documents by using clear and concise vocabulary, simple sentences, logical flow of thought, dynamic layouts and proof reading 2. Ensure your writing meets the needs of your audience by clarifying your brief before you start to write 3. Produce documents quickly by using standard templates

Organised by:

www.iirme.com/adminwriting

Course Overview This is a practical four day course for people working in administration. It will include: • Basic formats – and when to use them • Ten principles for readability • Four techniques for power and persuasion • Tools and techniques to understand your reader • How to ask for feedback on your writing to help you develop further • How to turn dictation into a readable document • Effective mind-mapping skills to help you get started and achieve flow • Ways to use your writing to gain recognition in your organisation After the course you will: • Understand the importance of clarifying your brief with an audience planner • Know where and how to access knowledge sources • Keep your vocabulary simple and free of jargon • Structure your sentences logically using subject, verb and object • Stick to the principle of 10 – 16 words per sentence • Write logical paragraphs, using no more than three to four sentences • Use mind maps to structure your writing quickly and accurately • Research and write memos, procedures, job descriptions and short training sessions • Develop the skills and confidence to write for your boss using appropriate style and tone • Produce your reports faster by using templates for all your written documents • Create consistency in documentation by creating guidelines on layout • Use the Clarity Index to engage your reader • Write clear agendas and minutes • Edit and proof read your manager’s writing • Set and measure company standards for business documents

Who Should Attend?

This course is designed to help administrative professionals develop top-drawer writing skills to increase their efficiency and to support their organisations more effectively. It is especially suitable for administrative assistants, administrative support personnel, office managers, personal assistants and executive secretaries/assistants interested in improving their business writing skills.

Would you like to run this course in-house?

The in-house training division of IIR Middle East Tel: +971 4 407 2624 • Email: CTS@iirme.com www.iirme.com/cts

+971 4 335 2437

+971 4 335 2438

Meet Your Expert Course Director Anne McDougall conducts learning programmes and solves organisations’ challenges for clients in Africa, China, Europe, the Middle East and the United Kingdom.

A motivational trainer and speaker, Anne is well known for her Communications and Management Skills programmes.

She has a Master’s Degree in Learning and Development from the University of Sheffield in the UK and knows exactly how to build confidence and get people accessing their true potential.

Her courses are fun! How else can people learn?

By giving delegates “simple tools for busy people”, she enables them to persuade, negotiate, influence and build trust with colleagues and clients. This trust, in turn, enables teams to work together constructively, problem solving and cooperating to provide great products and services for their customers.

Anne is a qualified Voice and Speech coach and helps people improve their vocal technique, control nerves, write scripts and hold an audience of one to a thousand totally enthralled. As a presenter herself, she uses the skills daily.

Memberships of the International Association of Business Communicators and the American Society of Training and Development keep Anne up to date with all the developments in her field. Her clients can be assured that all her material includes the latest research and developments in the subjects she is presenting.

Her book “Brain Teasers for Trainers”, published by Gower, has been a great success world wide. And her second book, Writing Emails and Letters, which is being published by Amazon was written for second language writers and speakers.

Anne’s clients range from Novartis in China to the large oil and gas companies in the Middle East, the telecom companies of Africa and Egypt to the European Commission in Brussels.

Read what past delegates have said about Anne’s previous courses: “Anne was a 100% clear and delivered the course professionally. She was perfect. During the course she made sure that I understood the subject and provided further clarification where needed. Her style is very interactive and I really enjoyed the course. I have learnt new techniques to improve my writing skills.”

Malika Kamal, Executive Secretary, BAPCO, Bahrain

“Effective, simple, pleasant, informative and practical.”

Waek Dakkak, Administration Assistant Abu Dhabi Authority for Culture and Heritage, UAE

“The course was amazing. I learnt a lot of new skills.”

Ahmed Sabren Al Qubaisi, Administration Coordinator Abu Dhabi Authority for Culture and Heritage, UAE

www.iirme.com/adminwriting

Business Writing For Administrative Professionals

16 – 19 February 2014

Radisson Royal Hotel, Dubai, UAE

Course Timings: Registration will be at 07:30 on Day One. Course sessions will start promptly at 08:00 and end at 14:30. There will be two short breaks for refreshments at appropriate times and lunch will be served at the end of each day’s sessions.

Day One

Practical Exercise

Welcome And Introductions

Summary Of Day One And Questions

Course Objectives

Day Two

The ABCs Of Good Business Writing • Accuracy • Brevity • Clarity

Yesterday Once More • Group discussion on the key learning points from Day One and how you will use them

Practical Exercise Your Barriers To Effective Writing • Group discussion: what makes it difficult? Writing For Your Reader • How to clarify the aim of the document using the 6 WHs

Practical Exercise

Style And Tone • Being courteous and considerate • Getting straight to the point • Using modern words and phrases • Using the e-mail/letter/report to create great business relationships

Practical Exercise

Writing In Plain English • Using simple words rather than complex – two syllable words are best • Avoiding jargon, acronyms, abbreviations • How to edit your words and phrases for readability

Structuring The Message Logically • Review your aim • SCRAP structure for memos and letters • Useful phrases for opening and closing your e-mails

Practical Exercise Practical Exercise Using Plural Forms Effectively • Common words/plural form • Guidelines for use

Guidelines For Business E-Mails • E-mails should follow the same rules for good writing as letters • Try to keep the e-mail to one frame • The subject is very important, be specific • Only copy those who need it • Use threads for continuity • Try not to “flame” or be “flamed”

Practical Exercise How To Structure Your Sentences • Sticking to 10 – 16 words • Putting the most important point first: subject, verb and object • Using active verbs rather than passive

Practical Exercise

Practical Exercise Paragraphs • Using three to four sentences on the same theme • How to ensure that your paragraphs link logically and make sense to the reader • Using signpost sentences first to grab the reader’s attention

Practical Exercise

Practical Exercise

Punctuation • Why we use it • Overview of key marks • Common errors to be aware of

Templates For Business Letters • Routine mail • Answering enquiries • Quotations • Orders • Requests for payment

Practical Exercise Using The Correct Tense • Present • Past • Future

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Templates For Business E-Mails • Routine mail • Answering enquiries • Quotations • Orders • Requests for payment

Practical Exercise Summary Of Day Two And Questions

+971 4 335 2438

register@iirme.com

www.iirme.com/adminwriting

Day Three Yesterday Once More • Group discussion on the key learning points from Day Two and how you will use them Researching Information And Gathering Material For Reports • Setting your time goals • Identifying your knowledge sources • Organising and grouping your material

Preparing A PowerPoint Presentation For Your Manager • Clarify your aim • Keep it simple • Stick to the 4x4 guideline • Use colour and graphics • Suggested number of slides • Slide content and flow

Practical Exercise

Day Four Yesterday Once More • Group discussion on the key learning points from Day Three and how you will use them

Practical Exercise Logical Sequencing Of Information • Making sure you have the best research resources available • Going back to your aim to ask, is it an informative or persuasive report?

• Brainstorming/researching the content • Linking the content logically • Using Mind Maps for speed and logic

Clarifying The Role Of The Minutes Secretary • What exactly do you have to do?

• Working in partnership with the Chair, questions to ask • Planning and preparation

Practical Exercise Aids To Help • Being selective and sorting information effectively • Using abbreviations and symbols • Picking up key words and phrases

Practical Exercise Planning Your Informative Report – A Suggested Template • Title • Contents page • Executive summary • Introduction • Body of report • Conclusion • Recommendations • Appendix

Practical Exercise Templates For Minutes And Agendas • Suggested templates • Ask yourself, “what is the purpose of the meeting?”

• Writing minutes – don’t write everything down, only key points • Finalising the minutes and getting them signed • When to send the minutes out

Practical Exercise

Practical Exercise

Planning A Persuasive Report – Suggested Template • The Five Ps of persuasion: structure introduced and explained • Highlighting the challenges of not having what you want the reader to buy into • Presenting your solutions • Selling solutions with SPACED and gearing them to the buying deciders • Getting buy-in for your proposal

Practical Exercise Writing Job Descriptions • Try to describe the work of the job for someone not familiar with the work • Use language that is gender neutral and commonly understood • Make a list of duties, group duties into similar work lists • Remember, normally a job has no more than 10 broad responsibility statements • Use common action verbs to begin each broad responsibility statement • Do not understate or overstate work requirements • Avoid using technical terms, acronyms or abbreviations

Practical Exercise

Writing Project Management Reports • Using IMS office effectively • Having an agreed format/timeline for any written documents • The importance of editing and proof reading these documents

Practical Exercise Layout • Developing standard templates for all your written documents • Understanding the importance of white space when agreeing margin sizes • Agree on font style and size • Guidelines on when to use ’bold’ • Headers and sub-headers • Use of lists and bullet points • Justifications • Use of pictures and diagrams • Headers and footers

Practical Exercise Proof Reading • The common mistakes • Making sure you set enough time aside • Testing it with your readers

Practical Exercise

Writing Short Training Sessions For New Staff • Identify your objectives for the session • Take into account any prior learning • Brainstorm six to eight key points relevant to new staff • How to present this in an innovative and exciting style

During the course you will receive individual coaching to ensure that you have understood all the points covered during the course and know how to progress to the next stage of your development. An on-line resource, where you can send reports for review and comment, will also be available for one month after the course.

Summary Of The Course

Practical Exercise

Your Action Plan

+971 4 335 2437

+971 4 335 2438

register@iirme.com

www.iirme.com/adminwriting

Business Writing For Administrative Professionals

16 – 19 February 2014 Radisson Royal Hotel, Dubai, UAE

FIVE WAYS TO REGISTER IIR Holdings Ltd. P.O Box 9428 Dubai, UAE

+971 4 335 2437 +971 4 335 2438 register@iirme.com

www.iirme.com/adminwriting

DISCOUNTS AVAILABLE FOR 2 OR MORE PEOPLE CALL – +971 4 335 2483 E-MAIL – a.watts@iirme.com WEB BC5210

Event

Course Fee Before 1 December 2013*

Course Fee Before 22 December 2013*

Final Fee*

Business Writing For Administrative Professionals 16 – 19 February 2014

US$ 3,995

US$ 4,495

US$ 4,795

WOULD YOU LIKE TO RUN THIS COURSE INͳHOUSE?

Course fees include documentation, luncheon and refreshments. Delegates who attend all sessions will receive an IIRME Certificate of Attendance. *Book and pay NOW and bring your colleague for FREE on this course.

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