How to Prepare Effective Business Messages(Preparing effective business messages)
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Transcript of How to Prepare Effective Business Messages(Preparing effective business messages)
Husnain Rathore
019
Muhammad Sajid
04
Muhammad Ismail Awan
053
Mian Zakaria Ali
062
Muhammad Abu- Sufyan
036
The Process of Preparing Effective
Business Message
Why preparing for effective business message?
Whether we are preparing a written or an oral business message, to be effective we need to plan, organize, draft, revise, edit, and proofread.
the seven C qualities and awareness of legal and ethical aspects as well is Necessary.
Even with the most advanced office technology, the need for careful preparation of either written or oral messages demands efforts
Organize your Message
Collects Your Data
Choose Your Ideas
Analyze The Audience
Identify Your Purpose
Five Planning Steps
The Process of Preparing Effective
Business Message
The Process of Preparing Effective
Business Message
Step 1: Identify Your Purpose
The reason of writing a message could be:
Mainly informational (announcement) etc.
Persuasive, (promotion of product), etc.
Negotiating, {deals, agreement}
Creating goodwill, (Narrate Good Bout You)
Step 2: Analyze Your Audience
While preparing a message the care must be taken for the following aspects:
Member of a group, such as business or professional person; laborer, colleague, or subordinate; woman or man.
New or long time customer; young, middle-aged, or elderly.
Receivers educational level, attitudes and probable values (often culture-specific)
The Process of Preparing Effective
Business Message
Step 3: Chose Your Idea
With the purpose and receiver in mind, the next step is to choose the
idea for message.
The idea of writing a message depends on the background, situation,
cultural context and location of the receiver (national or
international)
The Process of Preparing Effective
Business Message
Step 4: Collect Your Data
Data Should be.
Logical,
Reality Based
Researched Based
Company’s policies, procedures, and product detail if needed to support the main idea.
Enclose, if needed, a brochure, table, picture, or product sample.
The Process of Preparing Effective
Business Message
The Process of Preparing Effective
Business Message
Step 5: Organize Your Message
idea is presented is as important as the ideas
themselves.
Disorganized, rambling messages often seem
careless, confusing, and unimportant.
Different approaches of organizing the business
messages are necessary for different cultures.
The Process of Preparing Effective
Business Message
What is Organizational Plan.
Direct (Deductive) Approach:
Use the direct approach when the audience is receptive of your message. (Good News Messages)
Indirect (Inductive) Approach:
When you expect resistance to your message, choose the indirect approach, (bad-news message or a persuasive request).
For writing letters and memos, one of four basic organizational plans can be selected according to the situation:
1. The direct request (Deductive Approach)
2. Good news (Deductive Approach)
3. Bad-news (Inductive Approach)
4. Persuasive request plan (Inductive Approach)
The Process of Preparing Effective
Business Message
The Process of Preparing Effective
Business MessageDirect (Deductive) Organizational Plan
Direct Request Plan:
This type of plan is used when the main purpose of message is to make a request .
1. Main Idea
a) Request, main statement, assertion, recommendation, question
b) Reason, if desirable
2. Explanation
a) All necessary and desirable detail and data
b) Numbered questions, if helpful
c) Easy reading
3. Courteous Close
a) Clear Statement of action desired
c) Appreciation and goodwill
The Process of Preparing Effective
Business Message
Direct (Deductive) Organizational Plan
Good News Plan:
This type of plan is used when the main purpose of message announce favorable or neutral information, and exchange routine information within or
between companies.
1. Best News or Main Idea
2. Explanation
a) All necessary and desirable detail and data
b) Educational material
c) Sales promotional material
3. Positive, Friendly Close, Including, if appropriate:
The Process of Preparing Effective
Business Message
Indirect (Inductive) Organizational Plan
Bad-News Plan:
This type of plan is one of the most difficult to prepare because your reader
may react negatively.
1. Buffer (Pleasant or Neutral Statements, reader-oriented)
2. Explanation
Necessary data, tactfully stated
Readers benefit reasons
Indirect (Inductive) Organizational Plan
• Persuasive Request Plan:
1. Attention a) Reader benefit
b) Reader-interest theme
2. Interesta) Descriptive details and data
b) Psychological appeal
c) Reader benefit
3. Desirea) Statement of request
b) Supporting data to help create reader’s desire or request
4. Actiona) Clear statement of action
b) Easy action, dated when desirable
c) Special inducement
e) Reader benefit and goodwill
The Process of Preparing Effective
Business Message
The Beginning and Ending of Business Message
The most important part of Business Message is its opening and closing paragraphs.
Why ?
Because “First Impression is the last impression”
“We remember best what we read last”
The trick is:
Whenever possible, place the main favorable ideas at the beginning and ending of a message. This advice is also applies to the paragraph.
The Process of Preparing Effective
Business Message
Opening Paragraph
• The opening of message determines whether the reader continues reading, puts the message aside, or discard it. The rules of good opening paragraphs are:
1. Choose an opening appropriate for the message purpose and for the reader.
a) Main Idea or good-news first for direct-request, neutral, and good news messages
b) Buffer first for bad news messages.
c) Attention-getting statements
The Process of Preparing Effective
Business MessageOpening Paragraph (Contd.)
2. Make the opening considerate, courteous, concise, clear.
a) Get reader into opening.
b) Keep first paragraph relatively short
c) Focus on positive
d) Use courteous, conversational language
e) Avoid repetition
3. Check for completeness regarding:
a) Sentence structure
b) Date of letter you are answering
The Process of Preparing Effective
Business Message
Closing Paragraph
• The closing is more likely to motivate the reader to act as requested if it is appropriately strong, clear, and polite.
• Here you have the opportunity to bring the final focus on the desired action and leave a sense of goodwill with the reader.
The Process of Preparing Effective Business Message
Closing Paragraph (Contd.)
1. Make your action request clear and complete with the five W’s and the H (how) if you want your reader to do something.
2. End with a positive, courteous thought.
a) Include any apologies and negative before the last paragraph
b) Be friendly
c) Show appreciation
d) Occasionally add a personal note
3. Keep the last paragraph concise and correct
a) Avoid trite expressions
b) Omit discussion of trivial details
c) Use relatively short and complete sentences
The Process of Preparing Effective
Business MessageComposing the Message (End of Planning Stage)
• Drafting Your Message: When you have completed the
five planning steps and considered the opening and
closing, you are ready for your first draft.
• The important thing in preparing a draft message is to
get the most important information in your message on
the paper.
The Process of Preparing Effective
Business Message
Revising the message
• After finishing the first draft of the message, it is important to
evaluate its content, organization, and style. The following are the suggestions for revising:
Does your message accomplish its purpose?
Have you chosen the most effective organizational plan?
Are your points supports the adequate material?
Is your language complete, concise, considerate, concrete, clear, courteous, and correct?
Have you used variety in sentence structure?
The Process of Preparing Effective
Business Message
Editing & Proofreading Your Message
• Editing and proofreading are important to
ensure that your documents have no
mistakes in grammar, spelling, punctuation,
or word choice.
• Persons writing in a second language will
find it helpful to read their written material
aloud.
