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WRITTEN BUSINESS
COMMUNICATION(WRITING BUSINESS
MESSAGES)
AMAN SHARMA
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Adapting to your Audience
Audience attitude Whats in this for me?
If message doesnt meet their needs, less attention
to the message
How to balance the conflicting needs (bad news)
Change related news
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Being sensitive to your audiences needs
Adopt YOUattitude ( Audience centered approach)
you, yours instead of I, me, mine etc.
Instead ofWe offer MP3 players with 50,75 or 100 gigabytes
capacity , Use, Select your MP3 player from three models
with 50,75 or 100 gigabytes capacity
Instead ofTo help us process this order, we must ask foranother copy of the document , Use, So that the order can be
filled promptly, please send another copy of document
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Maintaining standards of Etiquette
React emotionally and pay less attention to
offending messages
By being courteous, it fosters a betterenvironment for communication
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Negative messages or bad news messages
Equal or higher importance, Emotional content andinvolvement is generally lower, related to day-to-dayoperations
E.g. A B-school responding to a request for a brochure
A Top level executive sending a memo notifying
employees of a change in policy
A sales manager sending a weekly sales report to thehead office
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Persuasive messages or influential messages
Motivating, influencing, inspiring messages
E.g. A publishing company sending a brochure of theirlatest edition to all management schools
An advertising message
A marketing manager writing a message containing his
recommendations for introducing some changes in the
existing marketing strategy
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Understanding the 3-step writing process
Step-1 : Planning business messages
Analyze the situation (purpose, audience profile, good time tosend the message?, acceptable purpose? )
Gather information ( Audience needs, audience size, audiencelevel of understanding, audience expectations and preferences,accurate information)
Select the right medium (Oral, written, visual and electronicmedia)
Organizing the information ( a proper organized format)prince dudhatra-9724949948
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Step-2 : Writing business messages
Adapt to your audience ( You attitude)
Compose your message
Step-3 : Completing business messages
Revise your message (Content, readability,editing, rewriting)
Produce your message (design and layout,professional)
Distribute your message ( Personal andtechnological tools)
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Optimizing your writing time ( Projects)
As a starting point, try to use half your time for
planning, one quarter for writing, and one
quarter for completing your writing (revising,
proof reading and distributing)
Planning Effectively
Trying to save time by skimping on planning
usually costs you more in the long run
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Organizing the information
Recognize the importance of good organization or
formation of message
Leads to inaccurate conclusion
Tempt to stop reading or listening the message
Ignore the message
Effective organization saves time Advance input from your audience
Audience understand, accept and save time if the
message is brief, relevant and logical
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Define your main idea
Main idea- a specific statement about the topic ofyour
message
E.g. Topic: Apology letterMain idea: a letter to customer/client for an incident of
poor customer service
Topic: Funding for R&DMain Idea: Competitors spend more than what we do on
R&D
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Limiting your scope
Range of information you present, the overall length, thelevel of detail corresponding to your main idea
E.g. a report outlining your advice to open a new
restaurant; plan for financing source, would becompetitors, financial returns, menu selection, staffrequirements, location etc.
Acc. to your main idea
Get your idea across with fewer points (length limitation)
Group the points under major headings
Few stronger points is a better approach than manyweaker points
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Choosing between direct and indirect
approaches
Hello,
I read on your web site that you offerMusic CD copying for largequantities of CDs. I'd like to inquire about the procedures involved inthese services. Are the files transferred online, or are the titles sent
by CD to you by standard mail? How long does it usually take toproduce approximately 500 copies? Are there any discounts on sucha large quantity?
Thank you for taking the time to answer myquestions. I look forwardto your response.
Regards,
Jack FinleySalesManager, Young Talent Inc.(709) 567 - 3498
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Contd..
Hey Tom,
Listen, we've been working on the Smith account and I waswondering if you could give me a hand? I need some inside
information on recent developments over there. Do you thinkyou could pass on any information you might have?Catcha later than.
Thanks man
cheers
PeterPeter ThompsenAccount Manager, Tri-State Accounting(698) 345 - 7843
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Contd..
Direct approach (deductive) :
When audience is receptive
More of formal writing
Start with main idea ( good news, request)
Follow it with the supporting evidence
Close with a cordial comment or a statement about thespecific action desired
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Contd..
Indirect approach (Inductive) :
When audience is skeptical, resistant to message
More of informal writing
Start with evidence first
Follow it with your main idea after building your case
Close with the request for actionprince dudhatra-9724949948
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Outlining your content
Figure out the most logical way and effective way topresent your major points and supporting details
Two common outline formats:
Alphanumeric outline: I.,A.,B.,1., 2., a.,b.,3., C, II.,A., B.
Decimal outline: 1.0, 1.1, 1.2,1.2.1, 1.2.2,1.2.2.1,1.2.2.2, 1.2.3, 1.3, 2.0, 2.1, 2.1.1, 2.1.2, 2.2
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