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Mastering Effective Business Communication Strategies

Learn how to plan, organize, and deliver impactful business messages. Understand audience analysis, idea selection, data collection, and message organization. Explore direct and indirect approaches, beginning and ending techniques, composing, revising, and editing. Enhance your communication skills for professional success.

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Mastering Effective Business Communication Strategies

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  1. COMMUNICATIONS SKILLS Instructor: Fatima Naseem Lecture # 08 fatima.naseem@uettaxila.edu.pk http://web.uettaxila.edu.pk/CMS/AUT2010/cpComSbs/index.asp

  2. Chapter # 06 The Process Of Preparing Effective Business Messages

  3. Overview • Five Planning Steps • Identify your purpose • Analyze your audience • Choose your ideas • Collect your data • Organize your message • Basic Organizational Plans • Direct (Deductive) Approach • Indirect (Inductive) Approach • Beginnings and Endings • Opening and Closing Paragraphs • Composing the message • Drafting/ Revising/ Editing

  4. Five Planning Steps • Identify your purpose • Analyze your audience • Choose your ideas • Collect your data • Organize your message

  5. Identify Your Purpose • The objective of your message is twofold; the purpose of your message and to create the goodwill • Your message can be informational, persuasive or negotiation

  6. Analyze Your Audience • See your message from receivers point of view • Be very careful while communicating with foreigners, for they have different culture • Have some pre-knowledge of the receiver • Be very specific about the salutation, names, initials, their basic cultural rules • Try to see the person as a member of a group like a business person or a professional, a new or long time customer etc

  7. Choose Your Ideas • With your purpose and receiver in mind, choose your ideas for message • Ideas depend on the type of message, situation, cultural context • If you are answering to someone's letter highlight all queries and write them in short form and reply them • If message is complex do some brain storming and write all ideas • Then select ideas appropriate for your message

  8. Collect Your Data • Collect the data to support your ideas • Be sure you are aware of your company's policies and procedures if your meassage requires them • Be careful about the facts, figures, dates, time, names, titles, addresses etc. • Check for the precision of your data

  9. Organize your message • Before writing your first draft outline your organization of message orally or write it roughly. • Organization may be direct or indirect

  10. Basic Organizational Plans

  11. Basic Organizational Plans • The choice of organizational plan depends on your receiver, his/her knowledge of topic and situation, his/her cultural conventions etc. • Generally for letters & memos there are four basic organizational plans: • Direct-Request • Good News • Bad News • Persuasive-Request • All these are flexible guides and not hard & fast rules

  12. Direct (Deductive) Approach • Used when audience is receptive • Begin with main idea or good news • Include good news and direct request plans • Three parts: • Main idea • Explanation • Courteous close • See checklist 6.1 for differences and similarities between the two types

  13. Indirect (Inductive) Approach • When resistance to message is expected • Includes bad news and persuasive messages • Main idea not presented first • Buffer: a relevant pleasant, neutral or receiver benefit statement • In this message a buffer is introduced • See check list 6.1

  14. Beginnings and Endings

  15. Beginnings and Endings • Two most important positions in a business messages are opening and closing • As said: “First impression is the last impression” And “We remember best what we read last” • Whenever possible put the main idea in beginning and endings

  16. Opening Paragraphs • Choose opening appropriate for message purpose and reader • Main idea first(request, good news, announcements) • Buffer first (refusal or bad news) • Attention getting statements first (persuasive) • Make the opening considerate, courteous, Concise, Clear • Check for Completeness • See checklist 6.3

  17. Closing Paragraphs • Make action request clear and complete with the Five Ws and the H • What and who? • How and where? • When and why? • End on a positive courteous thought • Include any apologies before last paragraphs(if applicable) • Be friendly • Show appreciation • Occasionally add a personal note • Keep Last Paragraph Concise and Correct • See checklist 6.4

  18. Composing The Message

  19. Drafting Your Message • Your first draft is always raw • You prepare first draft according to your organizational plan either circular or linear • Now you have to refine it by revision and proofreading

  20. Revising Your Message • Means adding necessary data and deleting unnecessary material • Make sure points are adequately supported • Check your organizational support • Review your language

  21. Editing and Proof Reading • Make sure your documents have no mistakes in grammar, spellings, punctuations or word choice • See for typographical errors • Read aloud • Specially for foreign language

  22. Any Questions ?

  23. Next presentation on 8th December • Make sure its of 5 minutes only for each group • Quiz of chapter 6 & 16 on 15th December

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