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Business writers usually apply 3 step writing process in every form of writing, whether it is journalizing, in-field reporting or business communication. It embodies certain characteristics which form to make business communication effective
Business writing is always different from other types of writing. It needs to b purposeful and economical. It's important to focus on expressing ideas rather than impressing the audience. The message should be relevant, clear and simple in manner
Step 1 Planning
To plan any business messages first analyze the situation by defining your purpose and developing your profile of your audience. Secondly, gather maximum information that will meet your audience needs. Thirdly select the right medium to deliver the message. By those three factors in place, you are ready to organize the information by main idea, limiting your scope, selecting an approach and outlining your content.
A). Analyzing your situation:
A successful message starts with a clear purpose that connects the sender's needs with the audience's needs. Two things you should keep in mind 1: define your purpose 2: developing an audience profile.
1). Define your message:
All business messages have both a general purpose and a specific purpose. General purpose is to inform, to persuade or to collaborate with your audience. Specific purpose identifies what you hope to accomplish with your message.
After you are done with a clear purpose, ask 4 questions:
will any thing change as a result of your message
is your purpose is realistic
is the time is right
is your purpose is acceptable to your organization
2). Developing an audience profile:
Audience need to b interested what you are saying. They want to see which of their need will meet or problems will b solved b listing to your advice or doing what you ask.
B). Gathering information:
Gathering information is to assemble the information that you will include in your message. You may require considerable research and analysis before you are ready to begin writing. You can use various informal techniques to gather research efforts:
Consider other view points.
Read report and other company documents.
Talk with supervisors, colleagues or customers.
Ask your audience for input
Test the completeness of your document by making sure it answers all the important questions i.e.: who, what, when, where, why and how.
C). Selecting the right medium:
A medium is the form by which you choose to communicate your message. Selecting the best medium for your message can make communication effective. There are many types of medium use to communicate. Most important media which are used more in many organizations are:
1). Oral media:
It includes face-to-face conversations, interview, speeches, in-person presentations and meetings. Being able to see, hear and react to each other can benefit the communicators.
2). Written media:
There are many ways to write a message. It includes memos, E-mail, letters and reports.
3). Electronic media:
It includes telephone cells, voice mail, teleconferencing, video conferencing and online meeting, DVDs, electronic documents, faxes, E-mail, instant messaging, websites, blogs and podcasts.
Factors to consider when choosing media:
Always select the medium that balances your needs and your audience's needs. Factors to be considered are:
Urgency and cost.
D). Organizing your message:
Defining your main idea, limiting your scope, selecting a direct or indirect approach and outlining your content is said to organizing your message. Your draft may goes more quickly because you are not putting ideas in wrong places or composing material you don't need.
Choosing between direct and indirect approach:
Direct approach is when you know your audience will be receptive to your message. Indirect approach is when your audience will be doubtful or even resident to your message.
To choose between these two approaches, analyze your audience reaction to your purpose and message .sometimes selecting indirect approach will be the best when you are sending bad news to outsiders .sometimes selecting direct approach will result the best for long messages, regardless to your audience attitude.
Step 2 Writing
Once you have planed your message adapt your audiences with sensitivity, relationship skills and style. Then you are ready to compose your message by choosing strong words, creating effective sentences and developing logical paragraphs. You can encourage a more welcome reception by (1) using positive and polite language (2) understanding and respecting cultural differences (3) being sensitive to organizational cultures (4) taking steps to establish your credibility
Establish credibility in persuasive message by using these characteristics:
A). Using simple language:
Use plain and simple words to make your message clear and effective. Using confusing words, insupportable descriptions, and emotional manipulation may make your audience cautious.
B). Supporting your message with facts:
Add evidence for what u have to say, documents research results and testimonials, which adds to your credibility.
C). Naming your sources:
Mention to your audience that from where your information comes and whoever agrees with you, improves your credibility.
D). Effective subject:
Your knowledge of your message subject area must be so effective, that helps you to give to your audience the quality information necessary to make decision.
E). Displaying your good intentions:
Show to audience your genuine concern, good faith, and truthfulness and let them see how you are focusing on their needs.