Make an impact with your written english

x Contents 10. Writing agendas, meeting notes and minutes Writing a meeting agenda Purpose and objectives in a typical agenda Make an impact in meeting notes and minutes Action sheets Style tips for minutes Defining timescales will help you Converting notes to minutes: the vital stages Review of minutes: handle with care Your checklist for action 107 107 108 109 110 111 114 115 116 117 11. Word Power Skills 2.0 Plain English manuals and instructions Websites: words are everything in cyberspace Forums: the power of a deluge of written responses Writing e-mails to make an impact Your checklist for action 119 119 126 Conclusion 128 129 130 131 Preface How this series works – and what it is about There are three books in the series, designed to improve your confidence and competence in writing English for global business. They are designed on three levels, to fit in with the three stages in the business cycle. My central philosophy is this: writing business English effectively for international trade is about creating clear, concise messages and avoiding verbosity. But the fewer words you write, the more important it is that you get them right. Book 1: How to Write Effective Business English This book assumes that you know English to intermediate level and provides effective guidelines. It deals with real-life xii Preface scenarios, to give you answers that even your boss may not know. It uses a system that also gives you the building blocks to take you to the next level in the cycle of success, set out in Book 2. Book 2: Make an Impact with your Written English This book will take you a further step forward in your executive career. You will learn how to use written word power to promote and sell your messages, as well as ‘brand you’. You will learn how to make your mark writing English, whether for PR, presentations, reports, meeting notes, manuals etc. And for cyberspace, where English is today’s predominant language. You will learn how to deal with pressing challenges that you need to be aware of. And how to write English that impresses, so that you get noticed for the right reasons. Book 3: Executive Writing Skills for Managers This book deals with the English business writing you need at the top of your career and focuses on writing as a key business tool. It gives amazingly valuable tips on harmonizing the English that you and your teams use (for example, for evaluation performance) – tips that you quite simply have not seen before. It also introduces the concept of Word Power Skills 2.0 – for unified English business writing that keeps everyone in the loop. Preface xiii The importance of business English today Increasingly, English language is the language of choice used in multinational gatherings. It may not be the predominant language of the group, but is the most likely to be understood by the majority – at least at a basic level – so becomes a powerful tool for communication and inclusion. You may have to unlearn some things you learnt at school Writing English for business today is highly unlikely to be the same as the writing you were taught at school or university. Apart from getting your punctuation and grammar right, the similarities often end there. This series works with the business cycle The series highlights the essential role business writing plays at every stage in your career path – and alongside the cycle of business in general. Figures 1 and 2 show how this works. I describe below how it relates to the three phases. Phase one: joining an organization or setting up your own business English business writing needs at the outset of your career: a CV, letter, job application, start-up plan or business plan, routine business writing tasks. xiv Preface Manager Boss Owner Training and development CV Job application Start-up Figure 1 The business cycle: from the individual’s Figure 1: The business cycle; from the individual’s perspective perspective Mastery, wow factor Fine tuning It is often sensible to recheck the basics if you are unsure. Foundations: Basics Fundamentals Pillars Building blocks Figure 2 The business cycle: from the business writing perspective Figure 2: The business cycle; from the business writing perspective Preface xv As you start your career, you need to understand how to get the basics right. You need to understand how to write correctly, how spelling, punctuation and grammar matter. You will not get to the next phase in your career – the pitching phase – without getting the basics right. Phase two: you develop through knowing how to harness word power Your developing English business writing needs; making impact in everything you write in English; personal selfdevelopment or other training. Great business English writing will generate ideas and sparks that capture readers’ attention and take your career forward. Powerful writing can sell your proposals so well – weak writing can do the exact opposite. Phase three: mastery of written word power enables you to shine and lead English business writing needs at the height of your career: mastery of written word power required for leadership, to shine as a manager, boss and/or owner. You do not get to the top by blending in. You have to build bridges, shape outcomes and lead through word power. You need to express your ideas in writing – so use business English that makes readers want to buy in. The series is an easy, indispensable, comprehensive guide It is an essential tool kit to keep by your desk or take on your travels. Dip in and out of it as and when you need the answers it provides, to help you shine in all stages of your career.