planing business messages

8/3/2019 Planing Business Messages

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Excellence in Business Communication

Planning Business

Messages




Effective BusinessWriting

Purposeful Concise Audience-

Centered




Three-Step Writing Process

Step 1

Step 3

Step 2

Planning Writing Completing




Analyze the Situation

Purpose

Schedule

Audience

When planning a businessmessage, the first things you need

to think about are your purpose,

your schedule, and your audience.

For a business message to beeffective, its purpose and its

audience must complement each

other.




Define Your Purpose

General Specific

Inform

Persuade

Collaborate

Realism

Timing

Delivery




Profile Your Audience

Primary Audience

Overall Audience Size

OverallComposition




Profile Your Audience

Level of Understanding

Expectationsand Preferences

ProbableReaction




Gather Information

Viewpoints

of Others

Supervisors,Colleagues, and

Customers

Reports

and Documents

AudienceInput




Audience

Information Needs

Accurate

Ethical

Pertinent




Adapt the Message

Channel

Medium

Rapport




Media Richness

Notes, Letters,

Memos

Fliers, Bulletins,Standard Reports

TelephoneE-mail

Face-to-Face

LeanerRicher




Communication Channels

Use An Oral Channel Use A Written Channel

•Don’t need immediate feedback

•Detailed, complex message

•Need permanent record

•Large, dispersed audience

•Minimize distortion

•Need immediate feedback

•Relatively simple message

•Don’t need permanent record

•Easy to assemble audience

•Encourage interaction




Electronic

Media

Voice Mail

Videotape

Faxing

InstantMessages

Teleconference

ComputerConference

E-mail

Web sitesGlobal Communication




Advantages of Electronic

CommunicationSpeed of

Information

Time ZoneBarriers

Dispersed Audience




Disadvantages of Electronic

CommunicationInappropriate

Content

Privacy Concerns

ProductivityIssues




Relating to the Audience

“You”

Attitude

Positive

Tone

Credible

Image

PoliteTreatment

Bias-FreeLanguage

CorporateImage




The “You” Attitude

Instead of This Use This

To help us process this order,

we must ask for another copy of

the requisition.

So that your order can be filled

promptly, please send another

copy of the requisition.

You should never use that type

of paper in the copy machine.

That type of paper doesn’t work

very well in the copy machine.





Emphasize the Positive


Cheap MerchandiseToilet Paper

Used Cars

High-Calorie FoodElderly Person

Pimples and Zits

Bargain PricesBathroom Tissue

Resale Cars

High-Energy FoodSenior Citizen

Complexion Problems




Establish Your Credibility

Professional

Credentials

AmpleEvidence

Common

Ground

TrustedAuthority




Practice

Diplomacy

Promote

Goodwill

Be Prompt Use Tact

Politeness

and Courtesy




Bias-Free Language

Age

Gender

Disability

Race or Ethnicity




The Company’s Image

• Be a spokesperson

• Convey the right impression

• Minimize your own views

• Maximize company interests