Professional Documents
Culture Documents
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 Paragraphs Closing Paragraphs Composing Messages Drafting Your Message Revising Your Message Editing and Proofreading Your Message
Analyze Your Audience: See your message from your receivers point of view: their needs, interests, attitudes, even their culture. OR 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 reaction to your request. Also he/she is superior subordinate, laborer, professional or technical person, colleague, single or married, man or women, young or old, new or long time customer.
Choose Your Ideas: The ideas you included depend on the type of message you are sending, the situation, and the cultural context. OR It is depend upon the type of message. Before working down the points to be covered in communication, and then bring them in order of importance and urgency.
Collect Your Data: Be sure to collect enough data to support your ideas; check names, dates, addresses and statistics for precision. OR To Explain facts, figures, quotation, visual aids may be utilized, or other forms of evidence to support your points.
Organize Your Message: Organizing your material before writing your first draft can prevent rambling and unclear messages. OR One the ideas has jotted down, they should be properly arranged and organized. Failing to organize will fail the objectives of the message.
Direct (Deductive) Approach: Use the direct approach when the audience is receptive to your message. OR Good for audience members who will be receptive if they are eager, interested, pleased or even neutral. OR Good for long messages, regardless of audience attitude, because delaying the main idea could cause confusion and frustration.
Indirect (Inductive) Approach: When you expect resistance to your message, choose the indirect approach, such as in a bad-news message or a persuasive request. OR Good to use indirect approach if audience members are likely to resist your message if they are displeased, uninterested, or unwilling. OR Good for sending out bad news to outsiders.
Opening Paragraphs: The opening of a message determines whether the reader continues reading, puts the message aside, or discards it. 1. Choose Openings Appropriate for Message Purpose and Reader. 2. Make the opening Considerate, Courteous, Concise, Clear. 3. Check for Completeness
Closing Paragraphs: Closing should be strong, clear, and polite; they should have a sense of closure and goodwill with the receiver. 1.Make Action Request Clear and Complete with the Five Ws. 2.End on a Positive, Courteous Thought. 3.Keep the last Paragraph Concise and Correct.
Revising Your Message: Revising means adding necessary and deleting unnecessary Information, making sure your points are adequately supported, checking your organizational approach, and reviewing your language in terms of the seven Cs. OR If you included unnecessary material, delete it. If your need additional information, get it, change, move, add and delete as much information as you need to create and an effective message.
Editing and Proofreading Your Message: Editing and proofreading are important to ensure that your document has no mistakes in grammar, spelling, punctuation, or word choice. Proofread your document several times to be sure that you have not missed any errors. Persons writing in a second language will find it helpful to read their written material aloud.
In fact, pronouncing written material out loud is a good idea for everyone.
Is purpose is necessary for effective communication? If yes, then how and no, then why? Is it important to have figures in your communication? Example. How can you handle the audience which is not interested in your speech? What are the benefits of implementing a good beginning? Is drafting of a message is important in effective business communication?