Introduction
Whether you are preparing a written or an oral business message, to be effective you need to plan, organize, draft, revise, edit, and proofread.
Essential also is thoughtful adherence to communication principles--- The 7C’s and awareness of legal and ethical aspects.
Five Planning Steps
Identify your purpose
Analyze your audience
Choose your ideas
Collect your data
Organize your message
Identify your purpose
The objective of your message is almost always twofold:
The reason for the message itself.
And--- The creation of goodwill.
Analyze your audience
See your message from your receivers’ point of view:
Their Needs,
Their Interests,
Their Attitude,
And--- Their Culture.
Choose your ideas
The ideas you include depend on the type of message
You are sending,
The situation,
And the cultural context.
Collect your data
Be sure to collect enough data to support your ideas:
Check names,
Dates,
Addresses,
And statistics for precision.
Organize your message
The order in which you present your ideas is as important as the ideas themselves.
Organizing your material before writing your first draft can prevent rambling and unclear message.
Basic Organizational Plan
Direct (Deductive) Approach
Indirect (Inductive) Approach
Direct (Deductive) Approach
Deleting Buffer
Receptiveness
Main Idea
Explanation
Courteous Close
Indirect (Inductive) Approach
Adding Buffer
Resistance
Buffer
Explanation
Decision / Main Idea
Positive Friendly Close
Beginnings and Endings
Opening Paragraphs
Closing Paragraphs
Opening Paragraphs
- Choose an appropriate for the message purpose and for the reader.
1. Main Idea first for good news.
2. Buffer first for bad news.
3. Attention getting statements.
- Make the opening considerate, courteous, concise, clear.
1. Keep first paragraph relatively short.
2. Focus on positive.
3. Avoid unnecessary repetition.
- Check completeness regarding:
1. Sentence structure.
2. Date of letter you are answering.
Closing Paragraphs
- Make your action request clear and complete with the 5W’s and 1H.
- End on a positive, courteous thought.
1. Be friendly.
2. Show appreciation.
3. Occasionally add a personal note.
- Keep the last paragraph concise and correct.
1. Avoid trite expressions.
2. Omit discussion of trivial details.
3. Use relatively short and complete sentence.
Composing the Message
Drafting your message
Revising your message
Editing and proofreading you message
Drafting your message
No two people prepare their first draft in same way:
– Some go from one point to another.
– Just putting the ideas.
The important thing is to get the most important information in your message on paper… early.
Revising your message
– Does your message accomplish its purpose?
– Have you chosen the most effective organizational plan?
– Are your points supported by adequate material?
– Is your language following 7C’s?
– Have you used variety in sentence structure?
Editing and proofreading you message
Check mistakes for:
– Grammar,
– Spelling,
– Punctuation,
– Or Word choice.
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