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8/7/2019 Planing Business Messages-Prince Dudhatra-9724949948
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Effective Business Messages are:
Purposeful All business messagesare
intendedtoaccomplishsomething
Shareinformation
Solveaproblem
Requestresources
Persuadethereadertoactorthinkinacertain
way
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Effective Business Messages are:
Audience-centered Business messages
mustconnect withtheiraudienceto
accomplishtheirpurpose. Todoso,you must
consider:
Audiencespointofview
Audiencesneeds
Audiences background
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Effective Business Messages are:
Concise Berespectfuloftheaudiences
time bypresentinginformationclearlyand
efficiently. Messagesshouldonly beaslong
astheyabsolutelyneedto betoaccomplish
theirpurpose.
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Three Step Writing Process
Plan
Analyzethesituation:purposeandaudience
Gatherinformation
Chooseform
Organize:directorindirect?
Write
Complete
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Planning
Purpose
Reader
Essentialpoints
Paragraphorder
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Purpose
Whatis mygoalforthis message?
Whatgeneralpurposedo I wantto
accomplish? Who willreadit?
Whatisthe mainideaofthis message?
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Goals
GeneralCommunicationGoals
ReceiverUnderstanding
ReceiverResponse
Favorable Relationship
OrganizationalGoodwill
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Specific Purpose
Mainideaofmessage
Answeraquestion
Giveinformation
Persuadereadertoact
Changeopinion
Collaborate withreader
Whatdoyou wantyourreadertodo orthink?
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Secondary Purpose
Additionalaction
Supportingideasor
information
Readerrelationship
andgoodwill
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Multiple Receivers
Analyzeeachone
Generalize
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The You-Viewpoint
How would I respondtothis messageif I
werethereader?
Whatcan I focusonoremphasizethat will
interestorbenefitthereader?
Changenegativetermstopositive focuson
whatyoucan do,noton whatyoucant do.
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Have I answered these questions?
Who?
What?
When? Where?
Why?
How?
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Paragraph Order
Whattypeofplan?
Direct putsthe mostimportantinformationfirst
Indirect gives backgroundorreasons before
mainpoint
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Compose the Message
Draft
Edit
Revise Proofread
Repeat,asnecessary!
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Remember:
Purpose
ReaderEssentialpoints
Paragraphorder
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Effective Business Writing
Presented by
LouDunham, MS
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Audience Analysis and the You
Viewpoint Courteous putsreadersneedsfirst
Freeofbiasandstereotypes
Usesaplanthatfitsthe message
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Write Clear Sentences
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Choosing the Right Words
I neverusea wordlike metropolis when I can
getthesamepriceforcity.
--Mark Twain
Little menuse big words; big menuselittle
words.
--WinstonChurchill
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Style and Tone
Conversationallanguage butprofessionaltone
Avoidout-datedformality
NOT:
Ithascometoourattentionthattheobfuscationofthisallocatedthree-dimensionalexpanseisviolationofstatute.
Whatisthissaying?
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AndNOT:
Yo! Gtyrmsg.Can U bleevthsclss? IM so
LOL. Gottarun. TTYL.
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Use Simple WordsUse Simpler Words Instead of Complex Words
Complex Words Simpler Words
approximately
ascertain
assistance
commenceconverse
endeavor
enumerate
equitable
finalize
gratuitoushold in abeyance
interrogateit is requested that
negligible
numerous
omit
peruse
procurepursuant to your request
render servicessubsequently
sufficient
terminate
utilizedetained
verbalize
viable option
about
find out
help
start or begintalk
try
list
fair
complete or finish
freedelay
askplease
small or slight
many
skip
read or study
getas you asked
servelater
enough
end, finish, fire
usedelayed
say
good choice
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Use Concise Words
Useonlythe wordsneededtoconveyyour
meaningclearly.
Avoiddoubletsandredundancy Usespecificdetailstoimproveclarity
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Use Conversational Words
Writeasyou wouldspeakinaprofessional
conversation
Avoidclichsandover-usedphrases Use jargononlyifitisappropriateandifyou
aresurethereaderisfamiliarwithits
meaning
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MaryEllenGuffey SpringNewsletter
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Complete and Fluent Sentences
Sentence = Clause Clause = Subject + Verb
Punctuation
I enrolledat SFCC
I am taking businessclasses
I enrolledat SFCC; I am taking businessclasses.
I enrolledat SFCC, and I am taking businessclasses.
I enrolledat SFCCwhere I am taking businessclasses.
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Construct Effective Paragraphs
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Keep Paragraphs Short
Shortparagraphsareeasiertounderstand
andlessintimidating.
Shortparagraphsaverage 6 to 7 lines.
Paragraphsusuallyshouldnot be morethan
12 lines.
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Give Paragraphs Unity
Onetopicperparagraph
Allsentencesrelatetothe maintopic
Omitunnecessarydetail
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Avoid the Zone ofConfusion
ActionorCurrentStatus
Weacceptyourstatementandarecreditingyouraccount.
Enclosedisarefundofthecharge.
Background Wereceivedyour
letter.
Youstatedthatthere wasanerror.
Your bankdidnottransferthefunds.
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Use Organization and Emphasis
Organizationshouldsuittopic
Directorindirect
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Chronological
Process
Seriesofevents
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Compare and contrast
Similarities
Differences
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Problem causes solution
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Journalistic
Who
What
When Where
Why
How
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Emphasis in paragraphs
Length Shortparagraphsemphasizecontent;longparagraphs
de-emphasizecontent.
Location Beginningandendhavegreatestemphasis.
Repetition Usekey wordsrepeatedly
Explicitness Specifyimportantpoints
Format Uselistsandparallelconstruction
Mechanics Fonts, boldandunderlines,graphicelements
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Use graphics to clarify and add interest
Samples
Tables
ChartsBarandcolumn
Pictographs
Pie
Line
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On-SiteDaycare
Company Benefits Employee Benefits Concerns
Reducedabsences
Hiringincentive
Employeeretention
Costsavings
Peaceofmind
Facility
Staffing
Regulations
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Edit for clarity and coherence
Entire document
Complete
All needed information
Coherent
Organization and flow
ParagraphsConcise
Only needed details
Consistent
Organized
SentencesCorrect
Check grammar, punctuation, word choices
Misused and confused words
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