Planning & Writing Business Messages

Three steps writing process

1. Planning your message 2. Writing your messages

3. Completing your message

1. Planning your message

A. Analyze the situation:

* define your purpose

* develop an audience profile B. Gather the information: * determine audience needs

* obtain information to satisfy those needs

C. Select the right medium:

* choose best medium for message delivery D. Organize the information: * define your main idea * limit your scope * select direct or indirect approach * outline you content

2. Writing your messages

A. Adapt to your audience: * be sensitive to audience needs & maintain; - attitude , politeness , positivity - bias-free language * build strong relationship with audience; - establish credibility - project companys image

* control your style with a conversational tone; - plain English & appropriate elaboration
* compose your message; - chose strong words - create effective sentences - coherent paragraphs

3. Completing your message

A. Review the message: * evaluate content * review readability * edit and rewrite * maintain conciseness and clarity B. Produce the message: * use effective design * suitable layout (clean & professional appearance)

C. Proof-read the message:

* review for error (layout, spelling) D. Distribute the message: * choose medium for message delivery *ensure message delivered successfully
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Reading reference: page 86 - 89

Analyzing situation for Business Message

Analyze situation for business messages through following steps. 1. Define your purpose: (what specific purpose each
message has that you send)

a. will any thing change as a result of my message? b. Is my purpose realistic? c. Is the right person delivering the message? d. Is the time right? e. Is my message acceptable to my organization?
2. Developing an audience profile: a. Identify your primary audience. b. Find out audience size geographical distribution. (see pic at pg 91)

3. Determine audience composition: (similarities /

differences in culture, language, education, status, attitude, age experience, motivation etc)

a. Gauge audience members level of understanding. b. Understand audience expectation and preference. c. Forecast probable audience reactions. Note: (Ask yourself some key questions) i. Who are they? ii. How many people do I need to reach? iii. How much do they already know about the subject? iv. What is their probable reaction to my message?

4. Gathering information:
a. Consider others view points.

b. Reading reports and other company documents.

c. Collecting information from superiors, colleagues, and customers. d. Asking your audience for input (any direct clarification) e. Provide required information that must be accurate, ethical, and pertinent.

5. Select right medium: a. Oral media b. Written media c. Electronic media (telephone, tele / video conferencing,
voice mail, video tape / DVD, fax, e-mail, website, instant messages etc)

6. Organize your information: (avoid following mistakes) a. Taking too long to get to the point ! b. Irrelevant materials are included ! c. Ideas getting mixed up ! d. Necessary information left out !
(Refer fig. 4.7/4.8 pg 102 -103 for sample message transmission)