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Writing Bad-News Messages

Writing Bad-News Messages. The Three-Step Process. Planning Writing Completing. Strategies for Bad-news Messages. Convey the message Gain acceptance Maintain goodwill Promote a good corporate image Minimize future correspondence. Audience-Centered Tone. The “You” attitude

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Writing Bad-News Messages

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  1. Writing Bad-News Messages Business Communication Essentials

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

  3. Strategies for Bad-news Messages • Convey the message • Gain acceptance • Maintain goodwill • Promote a good corporate image • Minimize future correspondence Business Communication Essentials

  4. Audience-Centered Tone • The “You” attitude • Positive wording • Respectful language Business Communication Essentials

  5. The Direct Approach • State the bad news • Give reasons • End with a positive close Business Communication Essentials

  6. The Indirect Approach • Begin with a buffer • Follow with reasons • State the bad news • End with a positive close Business Communication Essentials

  7. Sincere Relevant Not misleading Neutral Respectful Succinct Assertive Brief Begin With a Buffer Business Communication Essentials

  8. Provide ReasonsThat Support the Refusal • Cover positive points • Provide relevant details • Highlight benefits • Minimize company policy • Avoid apologizing Business Communication Essentials

  9. State the Message • De-emphasize the bad news • Use a conditional statement • Focus on the positive • Avoid blunt language Business Communication Essentials

  10. Close With Confidence • Maintain a positive tone • Limit future correspondence • Be optimistic about the future • Remain confident and sincere Business Communication Essentials

  11. Writing Bad-News Messages • Routine requests • Organizational news • Employment information Business Communication Essentials

  12. Routine Workplace Requests • Business information • Invitations and favors Business Communication Essentials

  13. The Status of Orders • Ship either part or none of the order • Work toward an eventual sale • Communicate clearly • Be confident and optimistic Business Communication Essentials

  14. Things to employ Courtesy and tact Indirect approach Understanding Alternatives Things to avoid Accepting blame Accusations Negative language Defamation Claims and Adjustments Business Communication Essentials

  15. Organizational News • Bad news about products • Bad news about company operations Business Communication Essentials

  16. Letters ofRecommendation • Requested by businesses • Be direct • State facts • Requested by individuals • Practice diplomacy • Consider feelings Business Communication Essentials

  17. Employment Applications • Use the direct approach • State reasons clearly • Suggest alternatives Business Communication Essentials

  18. Performance Reviews • Review the job requirements • Provide feedback • Develop a plan of action Business Communication Essentials

  19. NegativePerformance Reviews • Confront the problem • Plan the message • Maintain privacy • Focus on the problem • Obtain commitment Business Communication Essentials

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