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Planning Business Messages

Planning Business Messages. Effective Business Messages. Purposeful Audience-centered Concise. The Three-Step Process. Planning Writing Completing. General Inform Persuade Collaborate. Specific Your goals Audience thoughts Audience actions. Define Your Purpose.

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Planning Business Messages

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  1. Planning Business Messages Business Communication Essentials

  2. Effective Business Messages • Purposeful • Audience-centered • Concise Business Communication Essentials

  3. The Three-Step Process • Planning • Writing • Completing Business Communication Essentials

  4. General Inform Persuade Collaborate Specific Your goals Audience thoughts Audience actions Define Your Purpose Business Communication Essentials

  5. Analyze Your Purpose • Is your purpose realistic? • Is the timing right? • Is the right person delivering it? • Is your purpose acceptable? Business Communication Essentials

  6. Develop an Audience Profile • Identify primary audience • Determine size • Determine composition • Gauge level of understanding • Project expectations and preferences • Estimate probable reaction Business Communication Essentials

  7. Investigating the Topic • Formal sources • Opinions of others • Interviews • Company files • Employees or customers • Audience input Business Communication Essentials

  8. Providing Information • Accurate • Complete • Ethical • Pertinent Business Communication Essentials

  9. Adapting Your Message • Audience • Purpose • Channel • Medium • Rapport Business Communication Essentials

  10. Selecting the Channel and Medium Oral Channel Written Channel • Face-to-Face • Telephone • Meetings • Voice Mail • Videotape • Teleconferencing • Memos • Letters • Reports • E-mail • Websites • Instant Messages Business Communication Essentials

  11. Style and tone Feedback Perceptions Time Cost Expectations Selecting the BestChannel and Medium Business Communication Essentials

  12. Relating to the Audience • Use the “you” attitude • Emphasize the positive • Establish credibility • Be polite and tactful • Use bias-free language • Project company’s image Business Communication Essentials

  13. Instead of This Instead of This Use This Use This Use 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. You should never use that type of paper in the copy machine. That type of paper doesn’t work very well in the copy machine. Business Communication Essentials

  14. Instead of This Instead of This Use This Use This Emphasize the Positive It is impossible to repair your vacuum cleaner today. Your vacuum cleaner will be ready by Tuesday. • Cheap merchandise • Toilet paper • Elderly person • Bargain prices • Bathroom tissue • Senior citizen Business Communication Essentials

  15. Establish Credibility • Show understanding • Explain credentials • Avoid exaggerating • Provide information • Believe in yourself Business Communication Essentials

  16. Instead of This Instead of This Use This Use This Be Polite and Tactful You really fouled things up with that last computer run. Let’s review what went wrong so that the next computer run goes smoothly. You’ve been sitting on our order for two weeks. We need it now! We are eager to receive our order. When can we expect delivery? Business Communication Essentials

  17. Use Bias-Free Language • Gender • Race or ethnicity • Age • Disability Business Communication Essentials

  18. The Company’s Image • Be a spokesperson • Convey the right impression • Minimize your own views • Maximize company interests Business Communication Essentials

  19. Reviewing Key Points • Learning the three-step process • Planning business messages • Determining your purpose • Profiling the audience • Selecting a channel and medium Business Communication Essentials

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