Memorandum

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TO:              Clinical Sales Specialist Team at Genentech

FROM:         Jessica Abbey, Sales Specialist Manager at Genentech

DATE:          October 26, 2012

SUBJECT:    Commercial YTD Sales Progress

The technique I used in the email was a deductive approach.  Since the email was a positive message regarding sales performance, it was best to give the news first then the details.  After telling the team about the 3^rd quarter sales has increased, the details come next.  The rest of the email explained other drugs that were approved and the specific sales percentage of each drug.  At the end of the email I gave the team a heads up on what everyone could look forward to and the goals for the next quarter. 

The communication channel used was a one way, not face to face, an email.  I believe this was the most effective way to portray the news because no response was really needed.  My sales team could email me back with ideas, comments, or questions if needed.

The outcomes of this communication method were very successful.  This was very effective because the first paragraph in the email I was talking about the main points and the good news.  I congratulated my employees on the increase of sales over the 3^rd quarter then followed that by the sales of each specific drug.  The sales team liked that I was sending them updates about the sales performance and motivation for next quarter.  At the end of the email I said that if anyone has any further questions, comments, or ideas please feel free to email me.  This made my team feel comfortable with asking questions about what was said. Overall the communication was very effective.

Abbey, Becky. Clinical Specialist. San Francisco, California. Personal Interview. 24 October 2012

Frequently asked questions (C)

Frequently asked questions that might be asked during business by and employee.  Here are a few important questions and their answers to help communicate better through speaking and writing.

Q:        How do I portray my message to my audience?

A:        Choose the correct channel to communicate effectively with your audience. This may        vary depending on whom your message is for.
http://owl.english.purdue.edu/owl/resource/652/1/

Q:        How do I know what tone to use in my message?

A:        Use an active tone for a positive message and a passive tone for a negative message.

http://owl.english.purdue.edu/owl/resource/652/1/

Q:        How do I get my main points across?

A:        Emphasize important ideas by using simple sentences to have ideas standout. If doing a    presentation, get your audience involved or have a visual aid.

http://msdn.microsoft.com/en-us/library/cc168581.aspx

Q:        How do I keep my audience interested?

A:        Keep the audience interested by using repetition in a forceful but amusing way.

http://grammar.about.com/od/rhetoricstyle/a/effectrepet.htm

Q:        How complex should my message be?

A:        Choose the complexity of your message based on the audience you are communicating      with.

http://www.dumblittleman.com/2009/01/how-to-keep-your-business-writing-clear.html

Q:        How do I avoid making any international business mistakes?

A:        Do your homework on the culture that you are dealing with prior to meeting.

http://www.larsonallen.com/EFFECT/Top_Ten_International_Business_Mistakes.aspx

Q:        How do avoid coming off biased?

A:        Attempt to avoid words or phrases that may target one specific group or culture.

http://www.dailywritingtips.com/how-to-avoid-bias-in-your-writing/

Q:        How do I dress for a presentation?

A:        Dress appropriate for your audience and for the message you are trying to present.
http://writingcenter.tamu.edu/2010/types-communication/presentations-2/dressing-for-a-presentation/

Q:        What is proper etiquette for a business event?

A:        Proper etiquette for a business event is following the dress code, arriving on time, extend   the handshake, be appropriate.

http://eventplanning.about.com/od/eventplanningbasics/tp/business-etiquette-mistakes.htm

Q:        What is the proper way to write a business email?

A:        A business email is formal and concise. Be sure too proofread the email prior to     sending. In addition, leave your contact information at the end of the email for    convenience of the audience.

http://esl.about.com/od/businessenglishwriting/a/bizdocs_3.htm

Q:        What is an effective way to end a presentation?

A:        Be sure to end the presentation with something your audience will remember. Be sure to   repeat main idea of the presentation and then open the floor to questions and try to   answer as honestly as possible.

http://totalcommunicator.com/vol3_5/concluding.html

Interview with Professor Ron Miller (B)

Education: Monroe Community College, Lordes University, and Bowling Green.                                                                                               

Major: TQM (Total Quality Management)

Work experience: Instructor at: Jackson Community College, Monroe Community College, Spring Arbor, and Siena Heights.

This is his first year at Adrian College.  He teaches management, Supply change management, and Information Technology. 

Things Ron Miller does to be an effective communicator:

   -Good listener

   -Know your facts

   -Eye contact

Ron Miller says if you would like to become a better communicator you should never interrupt the person speaking and always stay calm.  The key to communicating effectively is listening to what is being said.

Suggestions for better business communication (A)

Communicating effectively is very important for business.  Here are some suggestions for better business communication.

Choose the correct channel to portray your message

·                      ·  In person

·                      ·  Meeting

·                      ·  Phone call

·                      · Text message

·                      ·  Letter

·                      · E-mail

     

      Use different tones to use when speaking

·                     ·  Passive voice for negative news

·                     ·  Active voice for positive news

Know the audience

·                     ·  Nonverbal communication

·                     ·  Culture/ Background information

Don’t be biased 

      ·  Age

      ·  Gender

      ·  Race

Dress appropriate

·                     ·  Men- suit and tie

·                     ·  Women- dress, dress pants, dress shirt

Speak with confidence

·                      ·  Talk clearly

·                      ·  Get your point across

Proper Etiquette

·  Arrive early

·  Follow the dress code

·  Be appropriate

Make eye contact 

These are just a few suggestions for communicating better in business. I hope this helped anyone trying to communicate with an employee or coworker.