Directness in Messages

1. Directness in Messages BUS 340 – Business Communication M Wahidul Islam Summer 2014

2. Recap “knowing your audience” “choosing words” “sentence construction” “paragraph construction” “forms of business message”

3. The Three Step Writing Process The Type of Message you are trying to convey will dictate the tone of the message

4. Asses Receiver's Reaction to These Messages Communicating to Employee A that he has been chosen for a promotion and got a raise Communicating to Employee C that he has not been chosen for a promotion, but he got the yearly raise Communicating to Employee B that he has not been chosen for a promotion and he did not get a raise Positive Message Neutral Message Negative Message Directness Indirectness

5. The General Direct Plan • Beginning with Objective • Key point upfront • May need brief orienting information • Get to the main point ASAP • Covering the remaining part of the objective • In case of multiple objectives, complete systematically (different paragraphs) • Ending with Goodwill • Specifically adapted to the message • Ending with a good impression is very important The Type of Message you are trying to convey will dictate the tone and structure of the message

6. Messages for Routine Enquiries • Two type of beginnings • Specific question that sets up the information wanted • A general request for information • Inform and explain adequately • Structure the questions carefully • For multiple questions, it is important to structure • Separate sentence / paragraph • Using numbers (1,2,3 etc) • Ending with a goodwill

7. Dear Mr. Piper: We have seen your advertisement for 3,200 square feel of office space in the Daily Journal. As we are interest, we would like additional information. Specifically, we would like to know the interior layout, annual cost, availability of transportation, length of lease agreement, escalation provision and any other information you think pertinent. If the information you give is favorable, we will inspect the property. Please send your reply as soon as possible Sincerely Jack Ryan Indirect and vague beginning slows reading

8. Exercise

9. Messages for Favorable Responses • Identify the message being answered • It is a response for another message • Important to know what is being answered • Beginning with the answer • In case of multiple, answer the most important one first • Logically arranging the answers • Arrange the answers so that each stands out • Skillfully handling negatives • Emphasize on favorable responses (using words skillfully) • Favorable responses in the beginning • Negative responses should be handled skillfully • Considering extras • Additional information that may help future business or open another scope of discussin • Closing cordially

10. Subject: Your inquiry of April 3 Ms. Motley,: I have received your April 3 message, in which you inquire about the our Chem-Treat plaint. I want you to know that we appreciate your interest and will welcome your business. In response to your question about how many coats are needed to cover new surfaces, I regret to report that two are usually required. The paint is mildew proof. We do guarantee it. It has been well tested in our laboratories. It is safe to use as directed. George Max Indirect and ineffective

11. Exercise

12. End