PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGEAFSHAN BHATTIHUMMA NARGIS ALEEMGroup#0406/10/2013
Teacher:
SIR ZAFAR ALI
Presented to Sir Zafar Ali as a partial fulfillment for the Course Business Communication Management.
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Scheme of Presentation
•Five Planning Steps
•Basic Organizational Plans
•The Writing Process
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
Five Planning Steps
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Five Planning Steps
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
Identify Your
Purpose
Analyze Your
Audience
Choose Your Idea
Collect Data To Support
Your Ideas
Organize Your
Message
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1.IDENTIFY YOUR PURPOSE
Determine Specific purpose
•To inform someone •To announce some thing•To persuade some one•To negotiate some thing •To refuse something
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
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2.ANALYSE YOUR AUDIENCE
See your message from your receiver point of view
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
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3.CHOSSE YOUR IDEA
•IDEA DEPEND ON
Type of message you are sending
Situation Cultural context
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
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4.COLLECT DATA TO SUPPORT YOUR IDEAS
•You need specific facts, figures, quotations
•Be sure to collect enough data
•Check name, date, address, statistics
•Sometime enclose a brochure, table , pictures, product sample
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
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5.ORGANIZE YOUR MESSAGE
• Before you start writing you must outline the major contents that should be used in the message, the best organization method is you should use first,
• Introduction• Body • Conclusion• Use sensitive language avoiding gender, race, age,
and disability biases (office workers, not office girls).
• Use familiar words (salary, not remuneration).• Use precise, vigorous words (fax me, not contact
me).
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
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Use Bias-Free Language
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
Improvedattorneyserver
working hoursWorker
Gender-Biased female attorney
waitressman hoursWorkman
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USE SIMPLE FAMILIAR LANGUAGES• Unfamiliar We need to effectuate improvement of our manuals to better elucidate our training
goals.• Familiar We need to improve our manuals to clarify our training goals
Hidden Negative MeaningsYou are wrong . . . .
(I am right.)Your delay . . . .
(You are at fault.)
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
Basic Organizational Plan
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BASIC ORGANIZATION PLANDirect – Deductive
ApproachIndirect – Inductive
Approach
• Main idea
• Explanation
• Courteous close
• Buffer
• Explanation
• Decision
• Positive friendly close
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Audience Response Determines Pattern of Organization
If pleased If neutral
DIRECT PATTERN
Good News orMain Idea
If mildly interested
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
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If unwilling oruninterested
If hostile
INDIRECT PATTERN
If displeased ordisappointed
Bad News orMain Idea
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES
Audience Response Determines Pattern of Organization
The Writing Process
Why is it so Hard to write?17
The Writing Process
Steps in writing
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Pre-Writing
Before Writing
•Topic
•Brainstorm / Think – (Generate Ideas for the topic)
•Focus on Central Idea
Topic
Idea3
Idea2
Idea1
Central Idea
Idea4Idea5
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Planning & OrganizingList interesting words about the topic using a tree map
Onomatopoeia (words related to)
Similes / Metaphors
Phrases Verbs Senses: See Smell Touch Taste Hear
Topic/Central Idea
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Planning & Organizing contd..
Main Idea
1. Major Point
A. Evidenc
e
B. Evidenc
e
2. Major Point
A. Evidenc
e
B. Evidenc
e
3. Major Point
A. Evidenc
e
B. Evidenc
e
Add 3 major points about the topic and then add details to each.
Central Idea
1. Major Point
2. Major Point 3. Major Point
Details
Details
Details
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Planning & Organizing contd..Making an Outline will help you organize what you want to
write.
Opening Paragraph
Wonder Statement
MAIN IDEA 1 MAIN IDEA 2 MAIN IDEA 3
Closing Paragraph
Call for an Action
Personal Thought
Feeling
Lesson Learned
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Writing First Draft
Goal: To develop & support ideas listed in our outline.
•First Paragraph:▫Introduction▫Thesis / Wonder statement
•Second / Third / Forth Paragraph:▫Topic Sentence▫Details with examples
•Fifth Paragraph:▫Conclusion
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Revision Editing
Revision & Editing
• Re-read your paper for improvement.
• Try to “re-see” your ideas from another perspective.
Bring it all together as you write your final copy!
The reader should be able to read it fluently without having to stop
and figure out your writing and spelling.
work in your good ideas
Final Draft
read your draft and check for:
CAPITAL LETTERS
punctuation. ! ?
spelling
word choice
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