Running Head: 76587456 BUSINESS WRITING PORTFOLIOS

Business Writing Portfolio

Name:

Institution:

Course:

Date:

Introduction
The work of a Public Relations Manager is to keep employees updated on the relevant information pertaining to the company. He/ she have to inform the relevant stakeholders about changes in corporate policy which is likely to cause impact on operation, revenue and the general reputation of the company. One such scenario of changes may take place due to rise in the cost of gas. The adverse effect may be felt when retail hours are being adopted in order to acclimatize with the changes. In this situation, public relations manager must inform stakeholders such as store managers, employees and retail customers as well as the general public. This particular kind of message must be communicated to the audience through various medium of business communication which may involve letters, memos and retail messages. The Public Relations Manager should ensure that the information channeled to the audience is well formed and delivered successfully.
It is important to note that forming and delivering a successful message takes various writing steps.
Business Writing Steps
In choosing out the business step, it should be put into consideration that the target reader has the time to read the letter or access the information through email. Much focus should be paid to what is being said and what it means to the employees and the investment. It should also be noted that the listener is interested in the main point being made. The problems or the situations that is likely to happen after the communication should also be put into the consideration.
The first step to take into account should be the research: the research should focus on who you are addressing. It entails analyzing the audience. It should first start by addressing the store or retail managers, employees, retail customers and members of the public. The second step in this category should involve the type of the message to be sent to the stakeholders. The messages in this case should be easier to follow and should be successful in delivery. The third step involves analysis. The public relations manager should be able to analyze the outcome of the message, make follow-ups and set out the recovery strategy in areas where set back is felt.
Each step in business writing is important. This is because it allows the audience to know what the dilemmas are, think of the alternative methods, make prompt decisions on how to address customers, have possible reasons that the customers would accept and understand the situation, address negative information, give alternate method and more importantly end up with a positive solution as possible.
Business writing portfolio
The first portfolio should be a letter to the store managers from the public relations managers. An example of this kind of a letter should be:
Clothing chain store
Store manager: letter
In recognition of our efforts to better our business and maintain our esteem customers, I have decided to change our retail store operations. This is a result of rise in gas prices and the increased operating expenses. This is forcing us to change our store policies. It has become necessary that we change our store hours. First, all our stores will be closed on Sundays. Mondays through Saturdays, stores will be opening hour later and closing one hour before. For all full time employees and managers, there will no longer be 8hour work week. There will now be 10 hour shift, for four days a week. For all part time employees, hours will be consolidated three days work weeks.
It should be noted that these changes are not suppose to benefit our organization but also our employees, as it will allow everyone to save money. In an attempt to put more efforts to save money on gas, I would like to inform you that we will not be able to open new stores and will not be able to close any store.
It was relevant to us to let you know of the changes as we entrust our services on you especially on keeping our customers and together in bringing the success of the company forward. I hereby request that this information to the forwarded to all staff members. Please do not hesitate to contact us should there be any concerns and questions. Thank you for all your efforts and the outstanding service. From: public relations manager; date: 07/07/2011; subject: new store hours and shifts. A copy of this letter should be served to all notice boards to our employees and retail customers.
Email to the general public and retail customers should have the following format:
To: From: Date: Subject: New store hour and shifts
Dear esteemed customers,
With utmost sincerity, we are sorry to change our working hours. This is brought to effect due to rise in gas prices. We would like to in form you that in accordance to the above, will, be closing all Sundays. Mondays through Saturdays will be opening one hour later and closing one hour earlier. We want to assure you that our services and commitment to you will still be outstanding throughout these operations. We apologize for any inconvenience caused. Yours sincerely: Public Relations Manager, Clothing Chain Store.
Business writing reflection
KIM Institute of Business Management has been a valuable developer to my key interest in business. It has taught me valuable and competent things or ideas that will enable me enhance my career and better improve my communication skills with the future clients. KIM Business Management covers effective and more elaborate professional means of communicating. This can be either through email writing, social networks and other means that include writing.
Through my business class, I have learned that it is important to have the ability to both properly and professionally communicate with clients and maintain an online and relevant portfolio that is available to the public. This has been influential in furthering my opportunities and client base, as well as professional career. From my experience with the past clients, proper and professional communication is key to success and furthering my future client base through the recommendations of impressed past clients. As a Business Developer, it is also important to obtain skills and knowledge of coming up with contracts to avoid misconceptions, protects myself from liability issues, lawsuits as well as work thefts. In conclusion, portfolios, and communication skills are tools essential to every student and I know will help me succeed as a person and as a professional as well.
REFERENCES
Andrew, M. (2004) Assessing Processive Business Writings: Criteria for Self Analysis and Reflection. In Wallace, D. Writing for a Change. Proceedings 6th Biennial Tertiary Writing Colloquium Victoria University Wellington 2-3 December 2004. Wellington: Tertiary Writing Network