planing business messages
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8/3/2019 Planing Business Messages
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Excellence in Business Communication
Planning Business
Messages
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Excellence in Business Communication
Effective BusinessWriting
Purposeful Concise Audience-
Centered
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Excellence in Business Communication
Three-Step Writing Process
Step 1
Step 3
Step 2
Planning Writing Completing
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Excellence in Business Communication
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.
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Excellence in Business Communication
Define Your Purpose
General Specific
Inform
Persuade
Collaborate
Realism
Timing
Delivery
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Excellence in Business Communication
Profile Your Audience
Primary Audience
Overall Audience Size
OverallComposition
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Excellence in Business Communication
Profile Your Audience
Level of Understanding
Expectationsand Preferences
ProbableReaction
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Excellence in Business Communication
Gather Information
Viewpoints
of Others
Supervisors,Colleagues, and
Customers
Reports
and Documents
AudienceInput
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Excellence in Business Communication
Audience
Information Needs
Accurate
Ethical
Pertinent
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Excellence in Business Communication
Adapt the Message
Channel
Medium
Rapport
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Excellence in Business Communication
Media Richness
Notes, Letters,
Memos
Fliers, Bulletins,Standard Reports
TelephoneE-mail
Face-to-Face
LeanerRicher
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Excellence in Business Communication
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
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Excellence in Business Communication
Electronic
Media
Voice Mail
Videotape
Faxing
InstantMessages
Teleconference
ComputerConference
Web sitesGlobal Communication
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Excellence in Business Communication
Advantages of Electronic
CommunicationSpeed of
Information
Time ZoneBarriers
Dispersed Audience
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Excellence in Business Communication
Disadvantages of Electronic
CommunicationInappropriate
Content
Privacy Concerns
ProductivityIssues
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Excellence in Business Communication
Relating to the Audience
“You”
Attitude
Positive
Tone
Credible
Image
PoliteTreatment
Bias-FreeLanguage
CorporateImage
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Excellence in Business Communication
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.
Instead of This Use This
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Excellence in Business Communication
Emphasize the Positive
Instead of This Use This
Cheap MerchandiseToilet Paper
Used Cars
High-Calorie FoodElderly Person
Pimples and Zits
Bargain PricesBathroom Tissue
Resale Cars
High-Energy FoodSenior Citizen
Complexion Problems
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Excellence in Business Communication
Establish Your Credibility
Professional
Credentials
AmpleEvidence
Common
Ground
TrustedAuthority
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Excellence in Business Communication
Practice
Diplomacy
Promote
Goodwill
Be Prompt Use Tact
Politeness
and Courtesy
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Excellence in Business Communication
Bias-Free Language
Age
Gender
Disability
Race or Ethnicity
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Excellence in Business Communication
The Company’s Image
• Be a spokesperson
• Convey the right impression
• Minimize your own views
• Maximize company interests