Writing process and an introduction to Business Messages
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The document outlines the business writing process, emphasizing the importance of planning, drafting, and revising messages. It covers different forms of business communication, such as letters, memorandums, emails, and text messages, highlighting their unique characteristics and best practices. Key points include the need for clarity, appropriate tone, and consideration of the audience in effective communication.
Writing process and an introduction to Business Messages
- 1. Writing process and an introduction to Business Messages
- 2. Introduction • Preceding chapters were all about the selection of appropriate elements for business communication • From now hereon we will exercise the preceding learning in business writings • Lets start the chapter with the understanding of business writing process • Then the major forms of business short messages like letters, memorandums, email, text messages, instant messages
- 3. What you want to say… Saying it…. Saying it better….
- 4. • The steps are Recursive rather than leaner • You can draft little bit while planning and shining in the following stages • Keeping the steps mutually exclusive will hinder the success • Try to divide the time equally to these steps rather than putting major portion to the drafting and very little share to the remaining two • With experience you will be able to write many routine messages without even drafting!!!
- 5. 1st|planning the message • Problem solving guideline from the 1st chapter • What is the situation • What are the possible communication strategies • Which is the best course of action • What is the best way to design the chosen message • What is the best way to deliver the message
- 6. Planning the message • Gathering and collecting the information • What you want to do about the situation • Not only what communication is going to deliver but the analysis of the related information as well • Gathering information means doing some researches may be informal or formal • Visualizing the reader and evaluating their interest is also important to success the communication
- 7. 2nd analyzing organizational information • When you have a number of information at hand start assessing them • Think the information most matter to the readers • Use directness for good news and indirectness for the bad ones • Regardless of the situation all readers appreciate a logical pattern
- 8. 3rd choose a form, channel, and format • Choose the form of message construction very carefully • For advertisement the message the form should be • Letter • Email • Brochure • Website etc. • Document format decision can be made and updated at any point of time at any stage
- 9. • However, planning stage involves preliminary decisions along these lines • Will you be dividing the content with heading? • How about the bullets? • How long/short the paragraphs should be? • Will there be any visual elements?
- 10. Drafting • While drafting you need to be flexible • Avoid perfectionism when drifting • Don’t try to make the draft copy error free and perfect • Trying to do so can make you forget an important peace of information • Premature stage you will be frustrated due to slow speed • Keep going • Skip minor problems with wording and grammar that restrict from the pace • Make yourself understand the hurry to put down the ideas first then revise for errors • Make every statement good enough that allow to move on • Use any other strategies that will keep you working productive • Try to write the draft at your most productive time of the day • Take breaks if necessary • Talk aloud to clear the thought etc.
- 11. Revising • Put you to the readers’ place to feel the message you convey • Did you say what you mean? • Could someone misunderstand your message? • There are mainly three levels of edit • Revision- is the provided information is enough (Y/N) • Editing- coherence and meaning of the delivered message • Proofreading- looking at mechanical and grammatical complexity • If it is possible get it proofread by someone else
- 12. Importance of readable formatting • If you really want your receiver to read your message be cautious about the physical format • An attractive readable format is always critical for success of communication • Using Highlights, paragraphs, bullets, other mechanism etc. to clarify the meaning
- 13. Letters • Traditional form of business messages • The oldest form of messages as well • 3 aspects to concern • General purpose • To represent the message formally to the recipient • Primarily for the external operational communication • Formats • For external communication format of the letter is a matter of concern to bring goodwill effect • For an unknown external party letter is preferable • Its composition • Structure and strategy of the content
- 14. Memorandums • It Is a form of internal letter of business • Rarely are used to communicate outside of the business • Mainly distinguished from other types of message by their form • Now are getting replaced by E-mail • Some of them are classified as reports ( those deal with factual data and problems)
- 15. Determining memorandum form • Some companies have stationary printed for memos • Many used standard and customized templets in word processors • Basically the word memo is visible at the top of the document however, many others use interoffice memorandum or interoffice communication • For large companies some additional information like department, plant, location, territory etc. • Formality in memorandum • Tend to use casual and informal language • vary from total formal( gap of designation is high) to total informal (same rank) • Writing memorandums • It is like writing a business letter or email • Directness for casual news or urgent notice • Indirectness for formal messages • descending pattern according to importance
- 16. E-mail • New phenomenon that change the pattern of business communication • Replace the postal mail and telephone call tremendously • There are more email sent everyday than telephone calls • Pros and cons of E-mail Pros cons 1. Eliminate co-attendance 1. Lack confidentiality 2. Saves time 2. Does not deliver emotion 3. Facilitate fast decisions 3. Possibility to be ignored of delayed 4. Saves money 5. Provides an evidence
- 17. Prefatory elements • Cc- carbon copy • Bcc- blind carbon copy • Subject • Attachments • The message (contents)
- 18. • Beginning the message • When the sender and receiver are acquainted the first name is the role • When writing to someone don't know you identify yourself first • Organizing the content • Top-down approach is preferable • This will help a busy reader go through the important message quickly • Messages likely to be receive negatively write in indirect approach • Preceded by Conditioning and explanatory words that help readers ready to receive the bad news • Use direct pattern for messages likely to be received positively or neutrally • E-mail should be considered as a means of business communication rather than a form of business message • Business letters, memorandums, business reports etc. can be communicated through e- mail
- 19. Writing e-mail formality consideration • E-mail messages range from highly informal to formal • Informal message resembles the face to face oral communication • Formal message resembles an official appointment • Languages used in e-mail classify them • Casual • Language used to talk to close friends • Slang and colloquialisms • Grammatically it is not acceptable • Prohibited for formal communication Hi cindy: Hi-five me! Just back from confab with pinheads. They are high on our marketing plan. But as you crystal balled it, they want a special for the jumbos. ASAP, they said. Let’s meet my cell, 10AM,wed? TTFN Brandon
- 20. Informal • Resembles proper conversation • Contains casual language • Occasionally use colloquialism but more selectively Farhanitrate: The management team has heartily approved our marketing plan. They were most complimentary. But as you predicted, they want a special plan for large accounts. As they want it as soon as possible, lets get together to work on it. Can we meet Wednesday 10 am, my office? Xasim (prerajulisation)
- 21. Formal • It keeps a distance between reader and writer • Traditionally writer prefers longer sentence however, it should be restricted • Its actually resemble formal report writing language • To the people in higher authority or a person not known to the writer
- 22. Writing Email message general consideration • Instruction of preceding chapters • Consciousness • Readers are busy • Use the essential message • Keep the email short. if it is more than two paragraph you better use telephone • Clarity • Short familiar words, action verbs, effective structure of the sentences etc. • All the studies of chapter 2 & 3 • Etiquette • Courtesy brings goodwill effect in writing • Thankful use of positive language and you view point is effective in email • Correctness • Many critics say keep the writing straight and clean no need to use stylistic and grammatical refinements • According to business communication ideology we must not accept it • Correctness without proper spelling, logical punctuation, proper diction is less effective
- 23. • Closing email message • For formal message ending statement like- thanks, regards, sincerely, is needed • In casual writing contractions are common • In formal email you need to use your designation and organization • Signature feature can make it easy • Emphasis device in email • Most of the device now support the use to underscoring, font variation, italics, bold, color, even graphics • Some old mainframe based system does not support they show ___ before the writing to say it is underlined and **** after the writing to signifies the bold face • Using initialisms cautiously • ASAP, BTW, FAQ, FYI, IMHO, LOL, TIA, TTFN • Use only is the recipient know about them • Only for casual writing • Avoiding inappropriate use of email • Message is long, complicated, required negotiation • Information need interactive discussion • Confidential that need security • Require tone of voice • Message to resolve conflict
- 24. Text messaging • Of late it is being used widely • SMS short message service • it is getting a place in business • Generally limited to 160 characters • Use of contractions are more practiced here • B4, U, GR8,GN8, TYT, CU, HRY • For more: http://www.webopedia.com/quick_ref/textmessageabbreviations.asp • Smileys •
- 25. Instant messaging • Commonly referred as IM-ing, • It is very much like telephone conversation • Language reflect the relationship • Enterprise instant messaging software