1 / 34

Business Messages

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

ike
Télécharger la présentation

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. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Business Messages Purposeful Audience-Centered Efficient Business Communication Essentials, 3e

  2. To Inform Your Goals To Persuade Audience Thoughts To Collaborate Audience Actions Define Your Purpose General Purpose Specific Purpose Business Communication Essentials, 3e

  3. Profile Your Audience Primary Members Size and location Composition Level of knowledge and understanding Expectations and reactions Probable Reaction Business Communication Essentials, 3e

  4. Informal Methods Viewpoints of Others Company Documents and Reports Supervisors, Colleagues, and Customers Audience Input Gather Information Business Communication Essentials, 3e

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. Choosing Message Media Message Formality Media Limitations Sender Intentions Urgency and Cost Audience Preferences Business Communication Essentials, 3e

  11. Organizing the Message Promotes Productivity Boosts Understanding Increases Acceptance Saves Audience Time Business Communication Essentials, 3e

  12. 4. Organizing the Message • Define main idea • Limit scope • Choose approach (direct or indirect) • Outline content Business Communication Essentials, 3e

  13. 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

  14. Choosing the Approach Direct Approach (Deductive) Indirect Approach (Inductive) Audience Reaction Message Length Message Type Business Communication Essentials, 3e

  15. 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

  16. First Major Part First subpoint Second subpoint Evidence Evidence Third subpoint Second Major Point First subpoint Second subpoint 1.0 First Major Part 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint Constructing Outlines Alphanumeric Decimal Business Communication Essentials, 3e

  17. 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

  18. Audience Sensitivity Adopt a “You” Attitude Demonstrate Business Etiquette Emphasize the Positive Use Bias-Free Language Business Communication Essentials, 3e

  19. 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

  20. 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

  21. 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

  22. Age Gender Disability Racial or Ethnic Bias-Free Language Business Communication Essentials, 3e

  23. A Strong Audience Relationship Establish Your Credibility Build the Company’s Image Business Communication Essentials, 3e

  24. Performance Honesty and Objectivity Self Confidence Audience Awareness Sincerity Credentials/Expertise Communication Style Endorsements Establish Your Credibility Business Communication Essentials, 3e

  25. Support the Company Ask for Advice Observe Colleagues Build the Company’s Image Business Communication Essentials, 3e

  26. Controlling Style And Tone Sentence Structure and Vocabulary Business Communication Essentials, 3e

  27. 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

  28. Straightforward Easy to Understand Conversational Writing in Plain English Business Communication Essentials, 3e

  29. 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

  30. Word Choice Sentences Paragraphs Composing the Message-three important elements Business Communication Essentials, 3e

  31. 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

  32. Use Strong Words Use Familiar Words Avoid Clichés Minimize Jargon Finding WordsThat Communicate Business Communication Essentials, 3e

  33. Topic Sentences Support Sentences Transitions Coherent Paragraphs Business Communication Essentials, 3e

  34. 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

More Related