Business messages
This presentation is the property of its rightful owner.
Sponsored Links
1 / 34

Business Messages PowerPoint PPT Presentation


  • 102 Views
  • Uploaded on
  • Presentation posted in: General

Business Messages. Purposeful. Audience-Centered. Efficient . To Inform. Your Goals. To Persuade. Audience Thoughts. To Collaborate. Audience Actions. Define Your Purpose. General Purpose. Specific Purpose. Profile Your Audience. Primary Members Size and location Composition

Download Presentation

Business Messages

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Business messages

Business Messages

Purposeful

Audience-Centered

Efficient

Business Communication Essentials, 3e


Define your purpose

To Inform

Your Goals

To Persuade

Audience Thoughts

To Collaborate

Audience Actions

Define Your Purpose

General Purpose

Specific Purpose

Business Communication Essentials, 3e


Profile your audience

Profile Your Audience

Primary Members

Size and location

Composition

Level of knowledge and understanding

Expectations and reactions

Probable Reaction

Business Communication Essentials, 3e


Gather information

Informal Methods

Viewpoints

of Others

Company

Documents

and Reports

Supervisors,

Colleagues,

and Customers

Audience

Input

Gather Information

Business Communication Essentials, 3e


Select the right medium

Select the Right Medium

Oral Media

Written Media

Face to face conversations

Interviews

Speeches

In-person presentations

Meetings

Phone conversations

E-mail

Instant Messaging

Memos

Letters

Reports

Advertisements

Business Communication Essentials, 3e


Analysis of oral media

Analysis of Oral Media

Advantages

Disadvantages

  • Immediate feedback

  • Ease of interaction

  • Rich non-verbal cues

  • Emotional content

  • Limited participation

  • May not be permanent

  • Reduced control

  • No editing or revision

Business Communication Essentials, 3e


Analysis of written media

Analysis of Written Media

Advantages

Disadvantages

  • Planning and control

  • Permanent record

  • Wide audience

  • Minimal distortion

  • Delayed feedback

  • Few nonverbal cues

  • Distribution issues

  • Preparation time

Business Communication Essentials, 3e


Electronic media

Electronic Media

Advantages

Disadvantages

  • Delivery speed

  • Audience reach

  • Personalization

  • Multimedia formats

  • Accessibility/openness

  • Tension/conflict

  • Easy to overuse

  • Security threats

  • Privacy concerns

  • Productivity issues

Business Communication Essentials, 3e


Choosing the best medium

Richer

Leaner

Notes, Letters,

Memos

Face-to-Face

Telephone

E-mail

Fliers, Bulletins,

Standard Reports

Choosing the Best Medium

A Continuum of Media Richness

Business Communication Essentials, 3e


Choosing message media

Choosing Message Media

Message

Formality

Media

Limitations

Sender

Intentions

Urgency

and Cost

Audience

Preferences

Business Communication Essentials, 3e


Organizing the message

Organizing the Message

Promotes Productivity

Boosts Understanding

Increases Acceptance

Saves Audience Time

Business Communication Essentials, 3e


4 organizing the message

4. Organizing the Message

  • Define main idea

  • Limit scope

  • Choose approach (direct or indirect)

  • Outline content

Business Communication Essentials, 3e


Generating ideas

Brainstorming – Generate as many ideas as

possible without criticizing or stopping

Storyteller’s Tour – Tape your ideas and then

analyze and clarify your message in writing

Journalistic Approach – Five W’s and an H

Question-Answer Chain – Start with a question

the audience may have – work back to what they

need to know.

Generating Ideas

Business Communication Essentials, 3e


Choosing the approach

Choosing the Approach

Direct Approach

(Deductive)

Indirect Approach

(Inductive)

Audience Reaction

Message Length

Message Type

Business Communication Essentials, 3e


Choosing the approach1

Audience

Reaction

Eager/Interested/

Pleased/Neutral

Displeased

Uninterested/Unwilling

Message

Opening

Main idea, good

news, or request

Neutral buffer statement

Attention-getting

statement/question

Message

Body

Necessary details

Reasons/justification,

bad news, positive

suggestion

Arousing interest,

building desire

Message

Closing

Cordial comment or

statement about

specific action

Cordial close

Request for action

Choosing the Approach

Business Communication Essentials, 3e


Constructing outlines

First Major Part

First subpoint

Second subpoint

Evidence

Evidence

Third subpoint

Second Major Point

First subpoint

Second subpoint

1.0First Major Part

1.1First subpoint

1.2Second subpoint

1.2.1Evidence

1.2.2Evidence

1.3Third subpoint

2.0Second Major Point

2.1First subpoint

2.2Second subpoint

Constructing Outlines

Alphanumeric

Decimal

Business Communication Essentials, 3e


Three step writing process

Analyze Situation

Revise

Adapt to

your Audience

Gather Information

Produce

Select Medium

Proofread

Compose

the Message

Get Organized

Distribute

Three-Step Writing Process

Planning

Writing

Completing

Business Communication Essentials, 3e


Audience sensitivity

Audience Sensitivity

Adopt a

“You” Attitude

Demonstrate

Business Etiquette

Emphasize

the Positive

Use Bias-Free

Language

Business Communication Essentials, 3e


The you attitude

Instead of This

Instead of This

Use This

Use This

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

The “You” Attitude

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.

That type of paper doesn’t work very well in the copy machine

Business Communication Essentials, 3e


Business etiquette

Business Etiquette

When writing a business

message, use the following

three concepts to develop

a successful communication.

Always look at the situation

and the audience when

developing your document.

Respect

Courtesy

Diplomacy

Business Communication Essentials, 3e


Emphasize the positive

Emphasize the Positive

Instead of This

Use This

  • Cheap Merchandise

  • Fake

  • Used Cars

  • Failing

  • Elderly Person

  • Pimples and Zits

  • Bargain Prices

  • Imitation

  • Resale Cars

  • Underperforming

  • Senior Citizen

  • Complexion Problems

Business Communication Essentials, 3e


Bias free language

Age

Gender

Disability

Racial

or Ethnic

Bias-Free Language

Business Communication Essentials, 3e


A strong audience relationship

A Strong Audience Relationship

Establish

Your Credibility

Build the

Company’s Image

Business Communication Essentials, 3e


Establish your credibility

Performance

Honesty and Objectivity

Self Confidence

Audience Awareness

Sincerity

Credentials/Expertise

Communication Style

Endorsements

Establish Your Credibility

Business Communication Essentials, 3e


Build the company s image

Support the Company

Ask for Advice

Observe Colleagues

Build the Company’s Image

Business Communication Essentials, 3e


Business messages

Controlling

Style And Tone

Sentence Structure

and Vocabulary

Business Communication Essentials, 3e


Conversational tone

Pompous

or Obsolete

Language

Preaching

or Bragging

Emotion or

Intimacy

Humor or

Satire

Conversational Tone

Business Messages

Avoid Using

Use Carefully

Business Communication Essentials, 3e


Writing in plain english

Straightforward

Easy to Understand

Conversational

Writing in Plain English

Business Communication Essentials, 3e


Using the right voice

Direct

Indirect

Concise

Tactful

Vigorous

Reserved

Using the Right Voice

Active Voice

Passive Voice

Object + Verb + Subject

The car was rented by Joe.

Subject + Verb + Object

Joe rented the car.

Characteristics

Characteristics

Business Communication Essentials, 3e


Composing the message three important elements

Word Choice

Sentences

Paragraphs

Composing the Message-three important elements

Business Communication Essentials, 3e


Choosing strong words

Correct Grammar

and Word Use

Function Words

Content Words

Unchanging

Meaning

Concrete

Words

Connotations

Mechanical

Usage

Denotations

Abstract

Words

Choosing Strong Words

Business Communication Essentials, 3e


Finding words that communicate

Use Strong

Words

Use Familiar

Words

Avoid

Clichés

Minimize

Jargon

Finding WordsThat Communicate

Business Communication Essentials, 3e


Coherent paragraphs

Topic Sentences

Support Sentences

Transitions

Coherent Paragraphs

Business Communication Essentials, 3e


Using technology

Using Technology

Style sheets and Templates

Auto completion and correction

File Merge and Mail Merge

End Notes and Foot Notes

Index and Table of Contents

Document Wizards

Business Communication Essentials, 3e


  • Login