Post on 08-Apr-2018
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Preparing to Write Business MessagesPreparing to Write Business Messages
1. Three basic elements that distinguish business writing and thethree phases of the 3x3 writing process
2. Altering the writing process and seeing how it is affected byteam projects and technology
3. What is involved in analyzing a writing task and selecting acommunication channel
4. Anticipating and profiling the audience for a message
5. Six writing techniques that help communicators adaptmessages to the task and audience
6. Four areas of communication hold legal responsibilities forwriters
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Objective 1Objective 1
Approaching the Writing ProcessApproaching the Writing ProcessSystematicallySystematically1. The basics of business writing
purposeful ---to solve problems, convey information
economical --- to present ideas clearly and concisely
reader oriented---to look at problems from the readers
perspective
2. Three points to remember in business writing
The goal in business writing is to express rather than impress.
Conciseness is what counts.
Quality enhances quantity.
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3. The 3x3 writing process
PREWRITING
Analyze
AnticipateAdapt
WRITING
Research
OrganizeCompose
REVISING
Revise
ProofreadEvaluate
Good writers spend most of their time revising.
What is critical to remember is that revising is a major component
of the writing process.
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Objective 2Objective 2
Adapting and Altering the ProcessAdapting and Altering the Process1. Time spent on each phase of the writing process
varies.
For short, routines messages, some steps may be
compressed. Longer, more involved documentssuch as persuasive
memos, sales letters, management reports, proposal, andresume---require more attention to all part of the process.
2. Most business writing does not always follow the
same order.
Steps in the writing process may be rearranged,shortened, or repeated.
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Prewriting
1. Analyze
2. Anticipate3. Adapt
The 3x3 Writing Process
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Objective 3Objective 3
Analyzing the TaskAnalyzing the Task1. Identify your purpose
Always ask yourself two important question
in composing a message
1) Why am I sending this message?
2) What do I hope to achieve?
Your responses will determine how you
organize and present your information.
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Primary purposes: to inform and to persuade
Secondary purposes: to promote goodwill
2. Choosing the best channel depends on:
Importance of the message
Amount and speed of feedback required
Necessity of a permanent record
Cost of the channel
Degree of formality desired
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Objective 4Objective 4
Anticipating the AudienceAnticipating the Audience1. Example analysis
The following is part of a letter that responds to a six-year-
old boy who requested a toy:Due to the overwhelming response thispromotion has generated, we haveunfortunately depleted our stock temporarily.
We are, therefore, holding your requestpending stock replenishment.
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Analyzing the language, we can see that
-the writer has no sense of audience
-the language used is inappropriate.
The writer could have pictured a typical
young boy and imagined the vocabulary and
expectations he might have.
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2. Visualizing your audience is a pivotal stepin the writing process no matter how short
your message is.
HAVE I THOUGHT ENOUGH ABOUT
MY AUDIENCE? is an important but
unasked question in business and
professional communication.
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3. Ask the right questions to profile your audience
1) Who is my primary reader or listener?2) What is my personal and professional
relationship with that person?
3) What position does the individual hold in the
organization?
4) How much that person know about the subject?
5) What do I know about that persons education,
beliefs,culture, and attitudes?6)Should I expect a neutral, positive, or negative
response to my message?
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Objective 5Objective 5
Adapting to the Task and AudienceAdapting to the Task and AudienceWays to adapt to the audience:
Spotlight reader benefits (the warranty starts
working for you immediately). Cultivate a you attitude (you will receive your
order). [But avoid the general you]
Avoid gender, racial ,age, and disability bias (office
workers, not office girls).
Express thoughts positively (you will be happy to,
not you won't be sorry that).
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Be courteous: avoid being preachy,demanding (will you please complete, notyou must complete)
Use familiar words (salary, not
remuneration). Use jargon sparingly.
Use precise, vigorous words (fax me, not
contact me).
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Developing Reader Benefits
Sender-focused
We are
requiring all staffers to
complete these forms
in compliance with
company policy.
Receiver-focused
Please
complete these forms
so that you will be
eligible for health and
dental benefits.
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Sender-focused
Because weneed more space for
our new inventory,
were staging a two-
for-one sale.
Receiver-focused
You can buy ayears supply of
paper and pay for
only six months
worth during our two-for-one sale.
Developing Reader Benefits
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Emphasize the You View
We view
We are issuing a refund.
You view
You will receive a refund.
We view
We take pleasure in announcing an agreement we madewith HP to allow us to offer discounted printers in thestudent store.
You view
An agreement with HP allows you and other students tobuy discounted printers at your convenient student store.
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Hidden Negative MeaningsHidden Negative Meanings
Writers are
sometimes unaware ofthe hidden messagesconveyed by theirwords.
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Hidden Negative MeaningsHidden Negative Meanings
You overlooked . . . .(You are careless.)
You failed to . . . .(You are careless.)
You state that . . . .
(But I dont believe you.)
You claim that . . . .(Its probably untrue.)
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You are wrong . . . .(I am right.)
You do not understand . . . .(You are not very bright.)
Your delay . . . .(You are at fault.)
You forgot to . . . .
(You are not only inefficient but also stupid and careless.)
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Objective 6Objective 6
Adapting to LegalAdapting to Legal
ResponsibilitiesResponsibilities
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Avoid litigation by using especially carefullanguage in four areas:
Investment information
Safety information
Marketing information
Human resources information
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Thank you!
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