• Informal methods of gathering information will probably be sufficient for most brief business messages.
1. Reading reports and other company documents. 2. Chatting with supervisors, colleagues, or customers. 3. Asking your audience for input. The key to satisfying
your audience’s information needs is finding out what questions your audience has and then providing answers that thorough, accurate, ethical, and pertinent.
1. Is your purpose realistic? 2. Is this the right time? 3. Is the right person delivering your message? 4. Is your purpose acceptable to your
organization?
6. Discuss six ways you can establish a good relationship with your audience.
•
Understanding the three-step writing process
• Your message must be livelier, easier to read, more concise, and more interesting than ever before.
another; some compose very quickly and then revise; others revise as they go along. • However, to communicate effectively, you must ultimately complete all three steps.
•
Define your purpose
• To determine the specific purpose, think of how the audience’s ideas or behavior should be affected by the message.
• Defer a message, or do not send it at all, if it is not worth pursuing.
• Proofread the message: review for errors in layout, spelling, and mechanics.
•
How does the three-step writing process work?
• As a general rule, try using roughly half your time for planning-for deciding on your purpose, getting to know your audience, and immersing yourself in your subject matter.
• Be certain that the information you provide is accurate and that the commitments you make can be kept.
• There is no point in answering all your audience’s questions if the answers are wrong.
•
Develop an audience profile
• You must learn about the members of your audience before you can adjust your message to their needs.
1.Who is your primary audience? 2. How big is your audience? 3. What is your audience’s composition? 4. What is your audience’s level of
• Gather information: through formal or informal research methods.
• Adapt to the audience: choose the right channel and medium; then establish a good relationship with your audience.
•
Writing
• Organize the information: define your main idea, limit the scope, group your points, and choose the direct or indirect approach.
• Compose the message: control your style through the level of formality and conversational tone. Choose your words carefully so that you can create effective sentences and paragraphs.
•
Define your purpose
• Your general purpose may be to inform, to persuade, or to collaborate.
• Your specific purpose may be straightforward such as placing an order or communicating survey responses, or it may be more encompassing such as convincing management to hire more part-time employees during the holiday season.
• Use less than a quarter of your time for writing your document.
• Then use more than a quarter of your time for completing the project so that you don’t neglect important final steps such as revising and proofing.
understanding? 5. What is your audience’s probable
reaction?
•
Gathering your information
• The process of gathering information can be formal or informal.
•
How does the three-step writing process work?
• Remember that the writing process is flexible. • Effective communicators may not necessarily
complete the steps in 1-2-3 order. • Some jump back and forth from one step to
• Your message must be: 1. purposeful: business message provide
information, solve a problem, or request the resources necessary to accomplish a goal. 2. Audience-centered: help audiences understand an issue, ask them to collaborate on accomplishing a goal, or persuade them to take some action. 3. Concise: every message you prepare should be as short as it can be without detracting from the subject.
• Include any additional information that might be helpful, even though the requester didn't specifically ask for it.
•
Provide all required information
MBA必修课《管理沟通 》英文版课件chapter4
2020年5月25日星期一
Planning business messages
4. Identify five ways to satisfy your audience’s information needs
5. List the factors to consider when choosing the most appropriate channel and medium for your message.
• But, making your business messages interesting does not mean using the dramatic techniques of creative writing.