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When you plan your message, your first step is to determine your specific purpose. Is your message mainly informational, such as announcing your firm's new location? Is it mainly persuasive, such as asking customers to buy your products? Must you explain why you are not granted a customer's request for credit? To create goodwill is the underlying purpose of all messages. For example, in a credit refusal letter, your purpose is two fold: to refuse the request while encouraging the customer's continued business.
It is very important to adapt your message to your receiver's views, needs, mental filters and culture. If your readers or listeners know you, you can actually visualize individuals. However, much of your writing will be directed to people you have never met. If you are sending a message to one person, try to see that person as a member of a group, such as business or professional person or laborer, superior, colleague or subordinate: woman or man, new or routine customer: young, middle-aged or elderly. You must also consider the person's educational level, attitudes and probable values (often culture specific). Finally, consider your message and decide whether your readers or listeners are informed or uninformed on the subject and whether they react positively or negatively, with interest or disinterest.
its have 5 elements.
- Identify your purpose
- Analyze your audience
- Choose your ideas
- Collect data to support your ideas
- Organize your message
1. Identify your purpose :
You must know why you should write and what should be written . The purpose may be sale , good will , request , inquiry or refusal etc.
2. Analyze your audience :
It is better for the sender to understand the receiver. You should know his background , qualification , education , position , status in the company , desire , expectations , problems , circumstances and possible reactions to your request. Also he/she is superior , subordinate , laborer , professional or technical person , colleague , single or married , man or woman , young or old , new or long time customer .
3. Choose the ideas :
It depends upon the type of message . Before working jot down the points to be covered incommunication , and then bring them in order of importance and urgency
4. Collect data to support your ideas
To explain facts and figures , visual aids may be utilized , augmenting the communication.
5. Organize ideas :
Once the ideas have been jotted down , they should be properly arranged and organized . Failing to organize will fail the objectives of the message .
M. Jibran Alam,
jibran_online@Yahoo.com
What else can I help you with?
The process of preparing effective business message?
The Process of Preparing Effective Bussiness Message PLANNING STEPS FOR COMMUNICATION There are five planning steps: 1. Identify your purpose 2. Analyze your audience 3. Choose your ideas 4. Collect data to support your ideas 5. Organize your message 1. Identify your purpose : You must know why you should write and what should be written . The purpose may be sale , good will , request , inquiry or refusal etc. 2. Analyze your audience : It is better for the sender to understand the receiver. You should know his background , qualification , education , position , status in the company , desire , expectations , problems , circumstances and possible reactions to your request. Also he/she is superior , subordinate , laborer , professional or technical person , colleague , single or married , man or woman , young or old , new or long time customer . 3. Choose the ideas : It depends upon the type of message . Before working jot down the points to be covered in communication , and then bring them in order of importance and urgency 4. Collect data to support your ideas To explain facts and figures , visual aids may be utilized , augmenting the communication. 5. Organize ideas : Once the ideas have been jotted down , they should be properly arranged and organized . Failing to organize will fail the objectives of the message .
Elements of business communication?
Some elements of business communication include a sender, receive and the message. Senders have different ways of reaching their audience to ensure their message is understood.
What is audience in business communication?
The audience in business communication is the person to whom the message is being conveyed
What is the difference between a business letter and a memo?
A business letter is longer than a memo. A memo is just a short note of one or two sentences to get a message portrayed.
What is inductive approach in business communication?
Inductive approach is when a message withholds the major idea until accompanying details and explanations have been presented.
Necessary steps for preparing an effective business message?
make work place and then employ people and let them do all the work!!!! dont forget to lean back in your spinny chair and eat some chocolate!!!!!!!
What is the first step in the six-step process for preparing a speech?
The first step in the six-step process for preparing a speech is analyzing the audience. This involves understanding the demographics, interests, and expectations of the audience to tailor your message effectively.
What are the three primary steps involved in preparing a business message?
The three primary steps in preparing a business message are planning, drafting, and revising. In the planning stage, identify the purpose of the message and the target audience to ensure clarity and relevance. The drafting stage involves organizing thoughts and writing the message in a clear and concise manner. Finally, during the revision phase, review the content for accuracy, tone, and clarity, making necessary edits to enhance effectiveness.
Business Communication?
The use of effective language for conveying a commercial or industrial message to achieve a predetermined purpose
What are the missions of modern business letter?
1.carries impotance of message. 2.deliver message promptly. 3.should sell either goods or goodwill or both. 4.business-getter THATS ALL ..REFFERENCE BOOK: Effective Business Correspondence
When preparing a claim message for which the answer is in question you should?
When preparing a claim message for which the answer is in question, you should suggest the benefits the receiver of the claim will get from complying. If bad news appears in the first sentence of a message, it is likely the receiver's reaction will be defensive.
What is effective communication?
Effective communication is the ability to make evident by arguments to convey a message successfully to diverse audience. This effect also ensures that messages are not distorted during the communication process. Effective communication should generate the desired effect and maintain the effect with the potential to increase the effect of the message.
What is market presence?
Marketing presence is the message your organization communicates to its prospect and customer base. To be effective, the message should be clear and simple -- and contain the key attributes you want associated with your business.(Mehwish Asalm)
A communication objective is?
The essence of an ad's message ~ Apex
What is the implication of selecting the appropriate channel and medium for a business message?
Selecting the appropriate channel and medium for a business message is crucial as it directly influences how effectively the message is received and understood by the audience. The right choice can enhance clarity, engagement, and retention, ensuring the message aligns with the audience's preferences and expectations. Conversely, an inappropriate selection can lead to misunderstandings, reduced impact, or even damage to the brand's reputation. Ultimately, the goal is to foster effective communication that supports business objectives.
Who are involved in the communication process?
The communication process typically involves a sender (person initiating communication), a message (information being conveyed), a channel (means through which the message is transmitted), a receiver (person receiving the message), and feedback (response from the receiver). Each of these components plays a crucial role in effective communication.
The three levels of the cognitive process of listening are signal processing literal processing and?
The three levels of the cognitive process of listening are signal processing, literal processing, and effective processing. Signal processing involves receiving and interpreting auditory information. Literal processing involves understanding the explicit meaning of the message. Effective processing involves interpreting the message's implied meaning and emotional tone.
