Course Details

 

Writing Professional Business Documents for Secretaries & PA's

Modern business relies on accurate and timely information - and one of the essential tasks of a secretary or personal assistant is to ensure that this information is circulated within and outside of the organisation. However, business managers and other professionals have very little time to read all the information they receive. Writing letters, e-mails, memorandums, minutes, reports and other business documents takes time and effort. Ensure that your time and effort is well spent by learning to write clear and comprehensive documents that are interesting to read.

This highly practical 2-day course will provide you with the opportunity to acquire effective and efficient business writing skills that enable you to write documents that are informative and professional.

The practical sessions were excellent - R. Landman - Value Truck Rental

The course met with all my expectations - E. Minnar - Mooiplaas Dolimite Mine 

I expected a good course - what I got was a brilliant course - A. Booysens - Macsteel

Not a dull moment - A. Myburgh - African Explosives Limited

The facilitator for this course is one of the best I have ever met. B. Khumalo - Public Service Pensions Fund

Informative, Valuable and Fun - W.Locker - Transman

The course itself was well designed, planned and presented - B. Mabiletsa - Transman

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Writing Professional Business Documents for Secretaries & PA's

Modern business relies on accurate and timely information. However, business managers and other professionals have very little time to read all the information they receive. It is therefore essential to ensure that important information is written in a clear and concise manner, which makes it easy to read and understand without spending too much valuable time doing so.

One of the essential tasks of a secretary or personal assistant is to ensure that this information is circulated within and outside of the organisation. This is a time-consuming task that requires knowledge of the information needs of the recipients and the skill of creating a comprehensive document containing all the relevant information in a format that is clearly understood, easy and interesting to read.

This intensive 2-day course will provide delegates with the opportunity to acquire proven and practical business writing skills that save time and enhance the performance of your department and company. Delegates will learn to write letters, e-mails, memorandums, minutes, reports and other business documents that are comprehensive, concise, informative and professional.

The practical exercises presented and completed in the duration of the course will ensure that delegates are able to assess their own writing and measure the degree of the improvement of their writing skills.

Course Outline

Evaluating professional writing

  • Defining effective, professional writing
  • Understanding how bad writing affects you, your boss and your company
  • Assessing the impact of visual elements such as 'white space' on readability
  • Learning that professionalism requires attention to detail

Putting pen to paper

  • Conquering 'writer's block'
  • Using brainstorming, mind-mapping and free-writing to generate ideas
  • Organising your thoughts to form a structured outline
  • Ensuring that your writing is logical and cohesive

Writing clear, concise and comprehensive documents

  • Saying exactly what you mean in the shortest possibly way
  • Creating dynamic documents that will encourage your readers to act
  • Distinguishing facts from opinions to avoid misinterpretation

Writing interesting and memorable documents

  • Capturing your reader's attention
  • Emphasising important facts through repetition, without boring your reader
  • Including all and only the relevant details
  • Summarising your document into a memorable closing

Using punctuation correctly and effectively

  • Employing punctuation to highlight important facts
  • Knowing exactly how to use commas, semicolons and dashes
  • Using the apostrophe correctly

Writing letters, e-mails and memos

  • Writing short and friendly letters, e-mails and memos
  • Identifying and applying the appropriate style

Acquiring valuable note-taking skills

  • Learning to separate essential information from unnecessary detail
  • Focussing your attention on the conversation while taking notes
  • Ensuring that you are able to understand the notes you take at a later stage

Preparing documentation for meetings

  • Inviting and confirming meeting attendees
  • Compiling comprehensive agendas
  • Taking minutes of a meeting
  • Converting your notes into a comprehensive and reader-friendly record of the meeting

Compiling professional reports

  • Planning a structured report
  • Using the appropriate format for your report
  • Converting boring details into intriguing information
  • Acknowledging your sources

Who should attend:

This course is aimed at all those who perform an essential supporting role within the organisation and are required to compile a variety of business documents on a regular basis. It will be particularly beneficial to:

  • Secretaries
  • Personal Assistants
  • Any other staff members who frequently compile letters, e-mails, memorandums, minutes, reports and other business documents

 

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