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    Planning Business Messages: Excellence in Business Communication

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    pRiNcE DuDhAtRa
    The document discusses planning effective business messages by analyzing the situation, defining your purpose and audience, gathering relevant information about the audience, and adapting the message based on the communication channel and audience. The key steps are to understand your purpose and audience, gather information about their needs and preferences, and tailor the message to be audience-centered using the most appropriate channel while maintaining a positive tone and credible, bias-free language.

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    Attribution Non-Commercial (BY-NC)
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    Planning Business Messages: Excellence in Business Communication

    Uploaded by

    pRiNcE DuDhAtRa
    613 views22 pages
    The document discusses planning effective business messages by analyzing the situation, defining your purpose and audience, gathering relevant information about the audience, and adapting the message based on the communication channel and audience. The key steps are to understand your purpose and audience, gather information about their needs and preferences, and tailor the message to be audience-centered using the most appropriate channel while maintaining a positive tone and credible, bias-free language.

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    Planing Business Messages

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    The document discusses planning effective business messages by analyzing the situation, defining your purpose and audience, gathering relevant information about the audience, and adapting the message based on the communication channel and audience. The key steps are to understand your purpose and audience, gather information about their needs and preferences, and tailor the message to be audience-centered using the most appropriate channel while maintaining a positive tone and credible, bias-free language.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    613 views22 pages

    Planning Business Messages: Excellence in Business Communication

    Uploaded by

    pRiNcE DuDhAtRa
    The document discusses planning effective business messages by analyzing the situation, defining your purpose and audience, gathering relevant information about the audience, and adapting the message based on the communication channel and audience. The key steps are to understand your purpose and audience, gather information about their needs and preferences, and tailor the message to be audience-centered using the most appropriate channel while maintaining a positive tone and credible, bias-free language.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 22

    Planning Business Messages

    Excellence in Business Communication

    Effective Business Writing


    AudienceCentered

    Purposeful

    Concise

    Excellence in Business Communication

    Three-Step Writing Process


    Step 1 Step 2 Step 3

    Planning

    Writing
    Excellence in Business Communication

    Completing

    Analyze the Situation


    When planning a business message, the first things you need to think about are your purpose, your schedule, and your audience. For a business message to be effective, its purpose and its audience must complement each other.

    Purpose Schedule
    Audience

    Excellence in Business Communication

    Define Your Purpose


    General
    Inform Persuade Collaborate
    Excellence in Business Communication

    Specific
    Realism Timing Delivery

    Profile Your Audience


    Primary Audience
    Overall Audience Size Overall Composition
    Excellence in Business Communication

    Profile Your Audience


    Level of Understanding Expectations and Preferences Probable Reaction
    Excellence in Business Communication

    Gather Information
    Viewpoints of Others Reports and Documents

    Supervisors, Colleagues, and Customers

    Audience Input

    Excellence in Business Communication

    Audience Information Needs


    Accurate Ethical Pertinent
    Excellence in Business Communication

    Adapt the Message


    Channel Medium Rapport
    Excellence in Business Communication

    Media Richness
    Richer Leaner

    Face-to-Face

    Notes, Letters, Memos

    Telephone E-mail

    Fliers, Bulletins, Standard Reports

    Excellence in Business Communication

    Communication Channels
    Use An Oral Channel
    Need immediate feedback Relatively simple message Dont need permanent record Easy to assemble audience Encourage interaction

    Use A Written Channel


    Dont need immediate feedback Detailed, complex message Need permanent record Large, dispersed audience Minimize distortion

    Excellence in Business Communication

    Voice Mail

    Electronic Media

    Teleconference

    Videotape

    Computer Conference

    Faxing

    E-mail

    Instant Messages

    Global Communication
    Excellence in Business Communication

    Web sites

    Advantages of Electronic Communication


    Speed of Information Time Zone Barriers Dispersed Audience
    Excellence in Business Communication

    Disadvantages of Electronic Communication


    Inappropriate Content Privacy Concerns Productivity Issues
    Excellence in Business Communication

    Relating to the Audience


    You Attitude Positive Tone Credible Image

    Polite Treatment

    Bias-Free Language
    Excellence in Business Communication

    Corporate Image

    The You Attitude


    Instead of This
    To help us process this order, we must ask for another copy of the requisition.

    Use This
    So that your order can be filled promptly, please send another copy of the requisition.

    Instead of This
    You should never use that type of paper in the copy machine.

    Use This
    That type of paper doesnt work very well in the copy machine.

    Excellence in Business Communication

    Emphasize the Positive


    Instead of This
    Cheap Merchandise

    Use This
    Bargain Prices

    Toilet Paper
    Used Cars High-Calorie Food

    Bathroom Tissue
    Resale Cars High-Energy Food

    Elderly Person
    Pimples and Zits

    Senior Citizen
    Complexion Problems

    Excellence in Business Communication

    Establish Your Credibility


    Common Ground Professional Credentials

    Trusted Authority

    Ample Evidence

    Excellence in Business Communication

    Promote Goodwill

    Practice Diplomacy

    Politeness and Courtesy


    Be Prompt
    Excellence in Business Communication

    Use Tact

    Bias-Free Language
    Age
    Gender Disability Race or Ethnicity
    Excellence in Business Communication

    The Companys Image


    Be a spokesperson
    Convey the right impression Minimize your own views Maximize company interests
    Excellence in Business Communication

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