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Effective Business Message Planning

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Lê Minh Tâm
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15 views2 pages

Effective Business Message Planning

Uploaded by

Lê Minh Tâm
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Lê Minh Tâm – 2312550061

Planning Business Messages


1. The Communication Process
Communication may be defined as the transmission of information and meaning
from a sender to a receiver. The process of communication achieves its purpose
when both the sender and receiver understand the process and how to make it
work.
Noise and barriers often disrupt the communication process.
2. The 3-X-3 Writing Process
a. Understanding the Goals of Business Writers
In planning the business message, your need to ensure that your business
message is:
- Purposeful. You will be writing to solve problems and convey information. You
will have a definite purpose to fulfill in each message.
- Economical. You will try to present ideas clearly but concisely.
- Audience oriented. You will concentrate on looking at a problem from the
perspective of the audience instead of seeing it from your own.
b. The Three-Phase Writing Process
- Prewriting: The first phase of the writing process involves analyzing and
anticipating the audience and then adapting to that audience.
- Drafting: The second phase of the writing process includes researching,
organizing the message, and actually writing it.
- Revising: The third phase of the writing process involves revising,
proofreading, and evaluating your message.
c. Scheduling the Writing Process
On average, you should expect to spend about 25 percent of your time
prewriting, 25 percent drafting, and 50 percent revising
3. Analyzing the Purpose and Anticipating the Audience
a. Determining Your Purpose
As you begin to compose a workplace message, ask yourself two important
questions: Why am I sending this message? and What do I hope to achieve?
Your responses will determine how you organize and present the information.
Your message may have primary and secondary purposes. The primary
purposes for sending business messages are typically to inform and to persuade.
A secondary purpose could be to promote goodwill and promote a stronger
business relationship.
b. Selecting the Best Channel
The decision to use a live chat, send an e-mail message, schedule a
videoconference, or select some other channel depends on some of the
following factors:
- Available technology
- Importance of the message
- Amount and speed of feedback and interactivity required
- Necessity of a permanent record
- Cost of the channel
- Degree of formality desired
- Confidentiality and sensitivity of the message
- Receiver’s preference and level of technical expertise
A richer medium (a face-to-face conversation or a live video chat) permits more
interactivity and feedback. A leaner medium (a letter or an e-mail) presents a
flat, one-dimensional message. Richer media enable the sender to provide more
verbal and visual cues as well as to tailor the message to the audience.
c. Anticipating the Audience
Profiling the Audience: you can identify the appropriate tone, language, and
channel for your message. Remember that most readers are likely thinking,
“What’s in it for me?” or, “What am I supposed to do with this information?”
Responding to the Profile: Accurate profiling will help you to discover the
appropriate language level and whether the receiver’s response is likely to be
neutral, positive, or negative. Another advantage of profiling your audience is
the possible identification of a secondary audience.
4. Adapting to Your Task and Audience
a. Emphasizing Audience Benefits
Messages can have an information focus when the audience is being informed.
Or, if the information is directly related to the audience and can have audience
benefits, it takes on an action focus. In this case, the audience benefits directly
from taking specified actions.
b. Cultivating the “You” View
The “I /we” view provides information; whereas the “you” view introduces an
audience benefit for complying with the required action.

Common questions

Powered by AI

Audience profiling helps identify the appropriate tone, language, and channel for the message, ensuring that the communication is effective for the intended audience. Profiling affects channel selection by considering factors such as the audience's preference and technical expertise, potentially revealing the need for an alternate medium to ensure the message's reception and understanding .

The "You" view focuses on benefits for the audience and encourages compliance with specified actions by highlighting how the information directly relates to and benefits them, which enhances engagement by making the message more personalized and relevant to the recipient's interests and needs .

A scheduled writing process with allocated time helps ensure thorough preparation, structured drafting, and comprehensive revision, leading to clear, concise, and purposeful messages. This structured approach maximizes message effectiveness by allowing ample time for refining and evaluating content before delivery, reducing errors or miscommunication .

Purpose ensures that the business message solves problems and conveys information with clear objectives, economy helps present ideas clearly and concisely, and audience orientation involves addressing issues from the audience's perspective to make the message relevant and engaging for them .

Noise and barriers interrupt the transmission of information and meaning from the sender to the receiver, preventing the communication process from achieving its purpose. When noise and barriers disrupt communication, both parties may fail to understand or respond to messages properly .

Accurate audience profiling enables the sender to anticipate whether the audience's response will be neutral, positive, or negative, and adjust the message accordingly. This foresight can guide the tone and style, helping ensure that the message is received as intended and potentially laying the groundwork for a successful interaction .

Factors include available technology, message importance, feedback needs, necessity for a permanent record, cost, formality level, confidentiality, and the receiver’s technical expertise. These factors ensure the message is delivered effectively, aligns with the message's goals, and is suitable for the audience's capabilities and preferences, enhancing comprehension and responsiveness .

Selecting an appropriate communication channel influences a message's effectiveness by dictating the level of interactivity, feedback, sensory cues, formality, and cost. Richer media like face-to-face meetings provide more verbal and visual cues and facilitate interactive communication, while leaner media like emails present information statically, affecting clarity and engagement depending on message complexity and audience needs .

The writing process involves prewriting, drafting, and revising. The suggested time allocation is 25% for prewriting, where analyzing and anticipating the audience occurs; 25% for drafting, involving researching and organizing the message; and 50% for revising, which includes proofreading and evaluating the message. This allocation underscores the importance of thoroughly refining and polishing the message prior to finalization .

Determining primary purposes, like informing or persuading, helps in organizing and presenting information clearly. Recognizing secondary purposes, such as promoting goodwill or strengthening relationships, can enhance the overall impact and strategic alignment of the message with broader business objectives, fostering better understanding and relationships .

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