Module 3& 4 Business Communication

Running Head: Module 3 & Module 4 1

Module 3 & Module 4

Deepak Mehra

CIIS

Table of Contents

BIAS Free document...........................................................................................2

Writing Process.....................................................................................................3

Audience Analysis................................................................................................4

Effective Reader Benefits....................................................................................5

High Context and Low Context Culture..............................................................6

International Audience.........................................................................................7

References.............................................................................................................8

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Question 1) How to Make a Document BIAS free?

Answer 1) Discrimination and Prejudice is a rudimentary factor which can disturb

communication between two parties to an exclusive level which affects business deals. It is prior

duty to reckon on executing Documents Bias free. There should not be any sort of discrimination

related to Color, Creed, Age, Gender, Caste, Religion, Region, Races, Body Structure,

Disabilities, depicting Diversity which may lead to disturbance of message. Message should be

reader-friendly and there should be equal opportunity statement.

For Instance:-

Plural nouns and pronouns:

• Supervisors must…their departments.

Use you and we:

• You must work for your department.

Substitute with articles or revise sentence:

• Manager...time sheet for the department.

• The assistant will fill out the accident report.

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Question 2) Write Writing Process in detail?

Answer 2) Business writing is purposeful, persuasive, reader oriented and economical. In writing

one need to solve problems and convey information. It should have a definite purpose to fulfill in

each message so that audience believe and accept message. One should present ideas clearly but

concisely where as Length is not rewarded. In a writing process one must concentrate on looking

at a problem from the reader’s perspective instead of seeing it for their own. Business writers

seek to express rather than to impress. This process is composed of three stages those are Pre-

writing (Planning), Writing, and Revising (Revising).

Planning is the first step of writing process. It include topic area, some context to plan,

analyzing the problem, defining purpose, analyzing the audience, thinking of information,

Benefits, objections, choosing a pattern of organization and making an outline. It shows

for what, why, by whom and how to collect raw information. Focus on the needs of

audience and demonstrate empathy demonstrate empathy.

Writing is the second step of writing process in which purpose of writing is to inflate

weak ideas, obscure poor reasoning, and inhibit clarity. In writing putting collected raw

words together, details, illustration, evidences in fragments and narrow the focus of the

message is to be done. In writing one must cogitate on applying bias free language. While

writing a business message the most important thing to keep in mind is to whom message

will be delivered. Choosing suitable words that will help to create effective sentence and

coherent information, so that, message would be easy to grab by audience or reader. Use

jargon carefully and avoid clichés and buzzwords.

Rewriting step requires more time than other steps in writing process. It include feedback

from audience, revision of information, adding more information, and make a reader

friendly message by clearing errors, using convenient and easy words which are

understandable by audience. Clarity, Tone, Conciseness, Vigor & Directness, and

Readability is postulate in message along with proof reading is an indispensable factor in

re-writing.

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Question 3) How audience analysis can be done?

Answer 3) Audience analysis is a process of gathering and interpreting information. In an

audience analysis first step is to focus on content for specific audience and then how

adapt content and delivery based on audience feedback. In audience analysis clarity must

be in message so that audience needs can be accomplish and one must consider audience

diversity being mindful of diversity means being respectful of everyone and striving to

avoid racism, ethnocentrism, sexism, ageism, elitism, and other factors. "Understanding

your audience is fundamental to the success of any message. You need to adapt your

message to fit the audience's goals, interests and needs." By Kitty O. Locker and Stephen

Kyo Kaczmark.

For the best results, revise message with audience in mind.

Using Strategy:

• Choose appeals and reader benefits that work for the specific audience.

• Use details and language that reflect your knowledge of, and respect for, the specific

audience, the organizational culture, and the discourse community.

• Make it easy for the audience to respond positively.

• Include only necessary information.

• Anticipate and overcome objections.

By Organization:

• It’s usually better to get to the point right away. The major exceptions are:-

1) When you must persuade a reluctant reader

2) When your audience would see the message as bad news and you want to break the

news gradually.

Proper Style:

• Strive for clarity and accessibility: use simple words, a mixture of sentence lengths, and

short paragraphs with topic sentences.

• Use natural, conversational, personable, tactful language: avoid negative, defensive,

arrogant, and “red-flag” words

Audience Analysis can be classified into three kinds.

Demographic Analysis: In this type of analysis it includes factors like gender,

age, marital status, race, ethnicity, occupation, education and socioeconomic

status.

Psychographic Analysis:  In this value, opinions, attitudes, beliefs and behavior are

included. On the basis of these values analysis is practiced as values are the

foundation of a business pyramid.

Situational Analysis: It focuses on characteristics related to a specific speaking

situation.

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Now a days, PIABOC analysis is practiced in business to enhance the flow of communication

and improving hindrances in messages.

PAIBOC Analysis: - It helps in understanding the audience’s needs and enhance flow of

communication greatly.

Where,

‘P’ stands for Purpose, through which audience ascertain how one achieves

communication aim,

’A’ stands for Audience, in this audience express reaction to message ,

‘I’ Information, it include type of data one is delivering to give depends on variety of

audience,

‘B’ stands for Benefits, or a reason which depends on audience’s understanding,

‘O’ stands for Objections, which reveals negative aspects and then to deemphasize them,

And ‘C’ stands for Context. It includes topic area which depicts reader’s values and

expectations to give better feedback.

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Question 4) What are the different effective reader benefits?

Answer 4) Reader is the person who receives the message and then decodes and understand

and then give feedback. Benefits that are realistic, inherent, and tailored to individuals help

communicators achieve goals in effective, ethical ways.

It removes jargon and acronyms which emphasize positive and pleasant facts.

Misunderstandings of words have produced tragedies in both war and peace thus if message

is understandable by reader then misconceptions and miscommunications will not appear.

Getting the meaning from writers head into the head of reader accurately is the purpose of

clarity by choosing precise, concrete and familiar words. Prerequisites in readers should

include expertise in static and dynamic testing of message by courtesy. Readers help to make

a message efficient and effective which gives greater tranquility and helps prioritize goals.

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Question 5) Bring out difference between high context culture and low context culture?

Answer 5) High-context cultures are relational, collectivist, intuitive, and contemplative.  This

means that people in these cultures emphasize interpersonal relationships.  Developing trust is an

important first step to any business transaction.  Whereas, Low-Context Cultures are logical,

linear, individualistic, and action-oriented.  People from low-context cultures value logic, facts,

and directness.  Solving a problem means lining up the facts and evaluating one after another. 

Decisions are based on fact rather than intuition.  Discussions end with actions. In High Context

culture are collectivist, preferring group harmony and consensus to individual achievement.  And

people in these cultures are less governed by reason than by intuition or feelings.  Words are not

so important as context, which might include the speaker’s tone of voice, facial expression,

gestures, posture—and even the person’s family history and status. As in Low context culture

they strive to use precise words and intend them to be taken literally.  Explicit contracts conclude

negotiations.  This is very different from communicators in high-context cultures who depend

less on language precision and legal documents.  High-context business people may even distrust

contracts and be offended by the lack of trust they suggest.

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Question 6) How you can take care while writing to International Audience?

Answer 6) If the world is a village of 1,000 people, it will include: 584 Asians, 124 Africans,

95 Europeans, 84 Latin Americans, 55 people from the former Soviet republics, 52 North

Americans, and six Australians and New Zealanders. They would speak and read more than

200 languages and reflect an astounding mix of different cultures.

These Steps should be followed while writing to the International Audience:-

1. Language should be chosen carefully.

2. A proper Script should be used.

3. Document should be practiced Bias free.

4. Implement active or passive voice.

5. Eliminate Potential dilemma.

6. Message should be brief and accurate.

7. Focus on possible areas of sensibility.

References

Locker, Kitty O., Stephen KyoKaczmarek, and Kathryn Braun. Business

Communication: Building Critical Skills, 4th Canadian Edition.