BUSI 2304_Slide_04_Ch4

BUSI 2304 Business Communication

Chapter 4: Preparing Written Messages

Key Take-Away from the Last Lesson

• Importance of retaining key messages and reminders for communications.

Process for Planning and Preparing Spoken and Written Messages

Step-by-Step Guide

1. Consider the applicable contextual forces.

   • Understand the situation surrounding communication.

2. Determine the audience.

   • Analyze who the message is intended for.

3. Envision the purpose and select an appropriate channel and medium.

   • Identify the primary goal behind the message and the best way to convey it.

4. Adapt the message to the audience's needs and concerns.

   • Tailor the content based on audience analysis.

5. Organize the message.

   • Structure the message logically and clearly.

6. Prepare the first draft.

   • Start writing the initial version of the message.

Organizational Culture

Definition

• Organizational Culture: A set of values, norms, and assumptions that guide behavior within an organization.

Influences of Organizational Culture

• Decision-making processes.

• Interpersonal treatment.

• Definitions of right and wrong, acceptable and unacceptable behavior.

Competing Values Approach to Assessing Organizational Cultures (Quinn and Cameron, 2005)

Channels of Communication

Written Communication

• Memos

• Letters

• Emails

• Instant Messaging

• Faxes

• Reports

• Blogs

Oral Communication

• Face-to-face

• Telephone calls

• Voicemail

• Speeches

Visual Communication

• Diagrams

• Charts

• Tables

• Artwork

Step 3: Envisioning the Audience

Audience Considerations

• Age

• Economic levels

• Educational backgrounds

• Cultural context

• Rapport and expectations

Step 5: Organizing the Message

Outlining Techniques

• Identify central ideas and arrange them logically.

• Benefits include:

  • Accuracy and brevity.

  • Saves time on structuring ideas.

  • Provides psychological clarity.

Step 9: Choosing an Outline for a Message

Outline Selection Process

1. Determine the central idea.

   • Establish what core message to communicate.

2. Predict audience reaction.

   • Use either a deductive or inductive approach.

3. Select a suitable outline.

   • Align with the predicted audience response.

Learning Outcomes

1. Understand distinctions between academic and business writing.

2. Techniques for effective introductions, coherent paragraphs, and concise sentences.

3. Create visually appealing documents to grab attention and enhance comprehension.

4. Identify readability factors and revise accordingly.

5. Revise and proofread for clarity, organization, style, tone, and mechanics.

Differences Between Academic and Business Writing

Academic Writing

• Enjoyable and stylistically emphasized.

• Audience consists predominantly of well-educated individuals.

• Focuses on mechanical correctness.

• Lengthy paragraphs and complex sentences.

• Purpose is to inform.

Business Writing

• Concise and straightforward.

• Audience varies widely; focuses on practical outcomes.

• Clarity supersedes grammatical correctness.

• Uses shorter paragraphs and simpler language.

• Purposes include informing, persuading, and establishing goodwill.

• Tone is personable and often uses first- and second-person pronouns.

Suggestions for Developing Business Documents

• View situations from the audience’s perspective.

• Revise documents iteratively for improvements.

• Be open to feedback for further enhancements.

Requirements for Developing Coherent Paragraphs

Structure and Cohesion

• Position topic sentences effectively.

• Use deductive or inductive structures based on the context.

• Link ideas for coherence:

  • Utilize repetition, pronouns, and linking words.

• Ensure paragraphs are unified and maintain a variation in length.

Crafting Powerful Sentences

Active Voice vs. Passive Voice

• Use active voice for clarity and persuasion.

• Passive voice can obscure the doer and emphasize the action.

Emphasizing Important Ideas

• Utilize repetition and strategic formatting.

Visual Enhancements for Readability

• Use enumerated lists or bullet points.

• Incorporate headings, tables, and relevant images to aid comprehension.

Example of Message Revision for Readability

Original Message

• Long sentences with complex structures.

  • Example: Detailed travel card information without segmentation...

Revised Message

• Shorter, clearer sentences with bullet points for details.

Revising for Style and Tone

Key Considerations

• Avoid outdated expressions and clichés.

• Use simple language and reduce jargon.

• Maintain all expressions and words relevant to the intended audience.

Summary of Key Writing Principles

• Craft clear, coherent written messages expediently.

• Apply visual enhancements to improve appeal.

• Focus on revising tone, style, and eliminating errors through proofreading.

Ethics Assignment Overview

Assignment Details

• Apply ethical dimensions of business behavior to two cases.

• Provide rationale for reasoning and dimensions.

• Follow specified formatting and content guidelines.

Tips for Better Business Writing

1. Be concise.

2. Provide all necessary information.

3. Be direct in communication.

4. Adapt the message based on audience needs.

5. Be specific in detail.

6. Eliminate clichés.

7. Use correct language for companies.

8. Ensure grammatical accuracy.

9. Use proper in-text citation formats.

10. Revise meticulously.

Procedures for Error-Free Document Production

• Utilize spell-check and proofreading methods.

• Review layout and format before finalizing.

Upcoming Topics

• Chapter 5: Communicating Electronically

• Chapter 6: Delivering Good- and Neutral-News Messages

• Ethics Assignment Review