Planing Business Messages-Prince Dudhatra-9724949948

8/7/2019 Planing Business Messages-Prince Dudhatra-9724949948

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Effective Business Messages are:

Purposeful All business messagesare

intendedtoaccomplishsomething

Shareinformation

Solveaproblem

Requestresources

Persuadethereadertoactorthinkinacertain

way

prince dudhatra-9724949948


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Audience-centered Business messages

mustconnect withtheiraudienceto

accomplishtheirpurpose. Todoso,you must

consider:

Audiencespointofview

Audiencesneeds

Audiences background



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Concise Berespectfuloftheaudiences

time bypresentinginformationclearlyand

efficiently. Messagesshouldonly beaslong

astheyabsolutelyneedto betoaccomplish

theirpurpose.



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Three Step Writing Process

Plan

Analyzethesituation:purposeandaudience

Gatherinformation

Chooseform

Organize:directorindirect?

Write

Complete



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Planning

Purpose

Reader

Essentialpoints

Paragraphorder



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Purpose

Whatis mygoalforthis message?

Whatgeneralpurposedo I wantto

accomplish? Who willreadit?

Whatisthe mainideaofthis message?



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Goals

GeneralCommunicationGoals

ReceiverUnderstanding

ReceiverResponse

Favorable Relationship

OrganizationalGoodwill



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Specific Purpose

Mainideaofmessage

Answeraquestion

Giveinformation

Persuadereadertoact

Changeopinion

Collaborate withreader

Whatdoyou wantyourreadertodo orthink?



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Secondary Purpose

Additionalaction

Supportingideasor

information

Readerrelationship

andgoodwill



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Multiple Receivers

Analyzeeachone

Generalize



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The You-Viewpoint

How would I respondtothis messageif I

werethereader?

Whatcan I focusonoremphasizethat will

interestorbenefitthereader?

Changenegativetermstopositive focuson

whatyoucan do,noton whatyoucant do.



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Have I answered these questions?

Who?

What?

When? Where?

Why?

How?



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Paragraph Order

Whattypeofplan?

Direct putsthe mostimportantinformationfirst

Indirect gives backgroundorreasons before

mainpoint



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Compose the Message

Draft

Edit

Revise Proofread

Repeat,asnecessary!



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Remember:

Purpose

ReaderEssentialpoints

Paragraphorder



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Effective Business Writing

Presented by

LouDunham, MS



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Audience Analysis and the You

Viewpoint Courteous putsreadersneedsfirst

Freeofbiasandstereotypes

Usesaplanthatfitsthe message



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Write Clear Sentences



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Choosing the Right Words

I neverusea wordlike metropolis when I can

getthesamepriceforcity.

--Mark Twain

Little menuse big words; big menuselittle

words.

--WinstonChurchill



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Style and Tone

Conversationallanguage butprofessionaltone

Avoidout-datedformality

NOT:

Ithascometoourattentionthattheobfuscationofthisallocatedthree-dimensionalexpanseisviolationofstatute.

Whatisthissaying?



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AndNOT:

Yo! Gtyrmsg.Can U bleevthsclss? IM so

LOL. Gottarun. TTYL.



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Use Simple WordsUse Simpler Words Instead of Complex Words

Complex Words Simpler Words

approximately

ascertain

assistance

commenceconverse

endeavor

enumerate

equitable

finalize

gratuitoushold in abeyance

interrogateit is requested that

negligible

numerous

omit

peruse

procurepursuant to your request

render servicessubsequently

sufficient

terminate

utilizedetained

verbalize

viable option

about

find out

help

start or begintalk

try

list

fair

complete or finish

freedelay

askplease

small or slight

many

skip

read or study

getas you asked

servelater

enough

end, finish, fire

usedelayed

say

good choice



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Use Concise Words

Useonlythe wordsneededtoconveyyour

meaningclearly.

Avoiddoubletsandredundancy Usespecificdetailstoimproveclarity



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Use Conversational Words

Writeasyou wouldspeakinaprofessional

conversation

Avoidclichsandover-usedphrases Use jargononlyifitisappropriateandifyou

aresurethereaderisfamiliarwithits

meaning



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MaryEllenGuffey SpringNewsletter



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Complete and Fluent Sentences

Sentence = Clause Clause = Subject + Verb

Punctuation

I enrolledat SFCC

I am taking businessclasses

I enrolledat SFCC; I am taking businessclasses.

I enrolledat SFCC, and I am taking businessclasses.

I enrolledat SFCCwhere I am taking businessclasses.



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Construct Effective Paragraphs



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Keep Paragraphs Short

Shortparagraphsareeasiertounderstand

andlessintimidating.

Shortparagraphsaverage 6 to 7 lines.

Paragraphsusuallyshouldnot be morethan

12 lines.



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Give Paragraphs Unity

Onetopicperparagraph

Allsentencesrelatetothe maintopic

Omitunnecessarydetail



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Avoid the Zone ofConfusion

ActionorCurrentStatus

Weacceptyourstatementandarecreditingyouraccount.

Enclosedisarefundofthecharge.

Background Wereceivedyour

letter.

Youstatedthatthere wasanerror.

Your bankdidnottransferthefunds.



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Use Organization and Emphasis

Organizationshouldsuittopic

Directorindirect



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Chronological

Process

Seriesofevents



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Compare and contrast

Similarities

Differences



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Problem causes solution



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Journalistic

Who

What

When Where

Why

How



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Emphasis in paragraphs

Length Shortparagraphsemphasizecontent;longparagraphs

de-emphasizecontent.

Location Beginningandendhavegreatestemphasis.

Repetition Usekey wordsrepeatedly

Explicitness Specifyimportantpoints

Format Uselistsandparallelconstruction

Mechanics Fonts, boldandunderlines,graphicelements



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Use graphics to clarify and add interest

Samples

Tables

ChartsBarandcolumn

Pictographs

Pie

Line



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On-SiteDaycare

Company Benefits Employee Benefits Concerns

Reducedabsences

Hiringincentive

Employeeretention

Costsavings

Peaceofmind

Facility

Staffing

Regulations



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Edit for clarity and coherence

Entire document

Complete

All needed information

Coherent

Organization and flow

ParagraphsConcise

Only needed details

Consistent

Organized

SentencesCorrect

Check grammar, punctuation, word choices

Misused and confused words


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