informative and persuasive speakng strategies in business communication

8/7/2019 informative and persuasive speakng strategies in business communication

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TheThe communicationcommunication hashas specificallyspecifically twotwo purposespurposes: :

MacroMacro (general)(general) - - ToTo informinform oror persuadepersuade

MicroMicro (specific)(specific) -- PrecisePrecise objectiveobjective toto bebe communicatedcommunicated


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Any draft contains three things:Any draft contains three things:

Title of talkTitle of talk

General purposeGeneral purpose

Specific purposeSpecific purpose


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TITLE:TITLE:

GENERAL PURPOSE:GENERAL PURPOSE:

SPECIFIC PURPOSE:SPECIFIC PURPOSE:

An International Barrier An International Barrier - -LanguageLanguage

To InformTo Inform

To note three berries of To note three berries of speaking in a second language:speaking in a second language:Definite articles, tenses and Definite articles, tenses and

prepositionpreposition


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Informative Informative SpeakingSpeaking

Persuasive Persuasive SpeakingSpeakingV ariationsV ariations


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INFOR MATIVE SPECIFIC

PURPOSES

Vague Specific Purpose

Better Specific Purpose

Process As Purpose

Policy As Purpose

Topical Organization

Ch ronological Organization


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VVAGEAGE SSPECIFICPECIFIC PPURPOSE:URPOSE:

UnUn--composedcomposed

IncompleteIncomplete

Indistinct/ AmbiguousIndistinct/ Ambiguous

BBETTERETTER SSPECIFICPECIFIC PPURPOSE:URPOSE:

ComposedComposedCompleteComplete

ClearClear

FFOROR EEXAMPLE:XAMPLE:

HealthHealth CareCare

FFOROR EEXAMPLEXAMPLE::

ToTo reviewreview thethe variousvariousfundingfunding optionsoptions forfor aanationalnational healthhealth carecareprogramprogram. .


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INFOR MATIVE SPECIFIC

PURPOSES

Vague Specific Purpose

Better Specific Purpose

Process As Purpose

Policy As Purpose

Topical Organization

Ch ronological Organization


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PROCESSPROCESS ASAS PURPOSEPURPOSE::

SystematicSystematic stepssteps neededneeded toto bringbring aboutabout thethedesireddesired resultresult. .

TwoTwo organizationalorganizational formatsformats areare frequentlyfrequentlyusedused::

ChronologicalChronological OrganizationOrganizationTopicalTopical OrganizationOrganization


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1)1) CHRONOLOGICALCHRONOLOGICAL ORGANIZATIONORGANIZATION::

SystematicSystematic stepssteps wouldwould bebe givengiven fromfrom thethe

beginningbeginning toto thethe endend

UsedUsed forfor shortshort messagesmessages


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FOR EXAMPLEFOR EXAMPLE

TITLETITLE::

OurOur EmployeesEmployees OverseasOverseas

GENERALGENERAL PURPOSEPURPOSE::

ToTo InformInform

SPECIFICSPECIFIC PURPOSEPURPOSE: :ToTo SuggestSuggest thethe proceduresprocedures inin preparingpreparing forfor overseasoverseas workwork..

MAINMAIN POINTSPOINTS::

I.I. ContactContact withwith personnelpersonnel officeofficeII.II. VisitVisit toto overseasoverseas locationlocationIII.III. DebriefingDebriefing withwith previousprevious personnelpersonnel inin overseasoverseas

locationlocation


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1)1) TOPICALTOPICAL ORGANIZATIONORGANIZATION::

OnlyOnly headingsheadings wouldwould bebe givengiven

UsedUsed forfor longlong messagesmessages


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POLICYPOLICY ASAS PURPOSEPURPOSE::

PoliciesPolicies areare thethe generalgeneral statementsstatements oror understandingsunderstandingsthatthat guidesguides oror channelchannel thinkingthinking inin decisiondecision makingmaking ..


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PERSUASIVE SPECIFIC PURPOSEPERSUASIVE SPECIFIC PURPOSE

Phrasing your specific purpose in infinitiveform channels your thinking into a precisegoal statement

Gaining willing acceptance of your centralobjective is a core purpose of persuasivespeaking


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PERSUASIVE SPECIFICPURPOSES

Vague Specific

Purpose

Better Specific

Purpose


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VVAGEAGE SSPECIFICPECIFIC PPURPOSE:URPOSE:

UnUn--composedcomposed

IncompleteIncomplete

Indistinct/ AmbiguousIndistinct/ Ambiguous

BBETTERETTER SSPECIFICPECIFIC PPURPOSE:URPOSE:

ComposedComposedCompleteComplete

ClearClear

FFOROR EEXAMPLE:XAMPLE:MM..BB..AA..ss

FFOROR EEXAMPLEXAMPLE::

ToTo suggestsuggest thatthat atat thetheMM..BB..AA.. levellevel therethere bebe

compulsorycompulsory requirementsrequirementsforfor aa secondsecond languagelanguage. .


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Th ere are four types of informative situation in b usiness communication :

ReportsGoodwillBriefingInstruction

Informative Speaking :-


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REPORTS : -

Report writing in an essential skill at all levelsof business. Writing clear, concise reports is akey skill for effective business communication.An effective, well-written report can drivesales, create more cohesive and better-functioning teams, streamline processes, and improve financial operations.


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W h ich R eports?

Annual Reports

Sales Reports

Feasi b ility Reports

Inspection Reports

Audit Reports

Progress Reports

W h ite Papers


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Goodwill :-

C ompanies have always been concerned about their reputation. Their goal is to leave a positivecompany image in the community.C ompanies have speakers; bureaus i-e companiestop level executives speaks in a variety of publicsettings.e.g. : company host a retirement party.


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Briefings :-

Short problem solving sessions inthe company are called briefings.Usually speakers present a problemto management and give all information about that problem

then management can make aninformed decision .


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A common belief is that thelonger you are with a firm the

more instruction you will give toyounger employees .your goal as instructor is to have

listeners follow your explanation,learn from your instruction, and then apply this knowledge with inthe organization.

Instruction :-


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Persuasive Speaking

Persuasion as a w h ole may b e classified into four major categories :

PolicyProcedureValue

Fact


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Policy refers to a course of actionto be taken or not to be taken.

E.g.What policy should a company follow regarding investment in any country.

Policy :-


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Procedure :-

A procedure is required To im p lement thep olicy of the com p any.

H ow will the p olicy be p oliced ? What ste p s should be followed in

imp lementing the p olicy ?.What ste ps should be carried out /. Etc .


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Audience Analysis For Informative and Persuasive Speaking

K nowing as much about your audience as you candecreases your chances of errors.


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Degrees of Interest and Attitudes :-

I nformative S p eaking:How much do my listeners know about the

topic ?.What is their level of comprehension ?.

Persuasive S p eaking :One factor which is relevant for persuasion isthe attitude of being for(pro ) or against(con ) your position.

Your assessment focuses on what you think theattitude of your audience is toward acceptingyour proposal. If they strongly agree with you,your task is easy, if they disagree, your task ismore difficult.


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Occasion :

Most of your speaking will occur inside yourcompany, either to members of your owngroup or to the other functional areas.

It is easier to speak when the audience is

known and familiar.Location :

Each location for your presentation has itsown peculiar environment.Members of company speakers bureaushave spoken in large auditoriums,conference rooms and in lounges of localhotels.


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SUPPORTS FOR INFOR MATIVE AN D PERSUASIVESUPPORTS FOR INFOR MATIVE AN D PERSUASIVESPEAKING:SPEAKING:

Aristotle,Aristotle, CiceroCicero andand QuintilianQuintilian writerwriter onon oraloral

communicationcommunication inin ancientancient worldworld havehave beenbeen toldtold goodgoodoraloral communicationcommunication restsrests uponupon threethree basesbases: :

EthosEthosPathosPathosLogosLogos


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EXAMPLE:EXAMPLE:

You will use this form of You will use this form of evidence more than anyevidence more than anyother. It is a short, pithyother. It is a short, pithyitem, representative of aitem, representative of a

group.group.


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ILLUSTRATIONSILLUSTRATIONS::IllustrationsIllustrations areare elongatedelongated examplesexamples; ; theythey laylayoutout inin detaildetail aa specificspecific situation,situation, suggestion,suggestion,

forfor example,example, thatthat youryour proposedproposed solutionsolution hashasworkedworked successfullysuccessfully elsewhereelsewhere. .


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STATISTICS:STATISTICS:

ManyMany of of thethe statisticsstatistics youyou useuse inin persuasionpersuasion inin thethe BusinessBusinessworldworld areare self self--generatedgenerated. . TheyThey areare thereforetherefore DependentDependent ononyouryour methodmethod of of collectioncollection andand thethe inferencesinferences youyou drawdraw fromfromthemthem. . YouYou willwill alsoalso useuse statisticsstatistics fromfrom sourcessources otherother thanthan

yourself yourself. . youyou shouldshould knowknow whatwhat statisticalstatistical measuresmeasures toto useuse totoproveprove thethe validityvalidity of of youryour datadata. .


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Q UOTATIONS,Q UOTATIONS, TESTI MONYTESTIMONY::UsingUsing credibilitycredibility sourcesource toto improvesimproves thethe speaker sspeaker s credibilitycredibility. .AA literalliteral quotationquotation isis usingusing wordswords of of aa wellwell--established,established,acceptedaccepted expert,expert, anan individual,individual, oror aa bookbook genuinelygenuinely informedinformed onon

thethe topictopic.. YouYou willwill useuse thisthis kindkind of of citationcitation oftenoften inin youryour businessbusinesspresentationspresentations. .


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COMPARISONS:COMPARISONS:Comparisons estimates similarities and differencesComparisons estimates similarities and differencesbetween two subjects.between two subjects.


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DEFINITIONS:DEFINITIONS:DefinitionsDefinitions areare notnot exactlyexactly supportssupports. . YetYet usingusing themthemhelphelp bothboth speakerspeaker andand audienceaudience toto bebe atat thethe samesamelevellevel of of understandingunderstanding ..


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informative and persuasive speakng strategies in business communication

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