Unit 3: Business Communication

Written Communication

• Delivering written message require transmission of communication in black and white. It primarily comprise of graphs, pictures, diagrams, etc. The instructions of written communication also have policies, orders, rules, etc that have to be transferred in written form in order to get attainable outcomes and appropriate implementation of the organization.

Benefits of written communication

• It makes certain communication about facts and figures should be in consistent manner.

• It gives a permanent evidence of message for future suggestion.

• It is an optimistic way of transferring lengthy messages.

• It makes sure little threat of not permitted modification in the communication.

• It has a propensity to complete, understandable and perfect.

• It is fined apt to convey communication to many people at the same time.

• It can be extracted as authorized facts in case of any conflict.

Demerits of written communication

• It is expensive and time taking.

• It becomes complicated to preserve privacy about written message.

• It is inflexible and doesn’t give any scope for building changes for inexactness that might have moved stealthily in.

•It is very reserved and requires personal touch.

•It improves red-tapism and grips so many official procedures.

•It may be correspond in a different way by different community.

Effective message

As routine messages do not require a lot of planning, and proofreading, there are following rules of effective communication they are:

7 C’s of communication

• Correctness– Have you checked all facts for correctness?– Have you spelled the reader's name

correctly?– Have you checked your spelling,

punctuation, grammar, etc.?

• Completeness– Have you given all the facts?– Have you covered the essentials?– Have you answered all his/her questions?– Did you PLAN what you said?

• Conciseness– Have you plunged right into the subject of the

message?– Have you avoided rehashing the reader's

letter?– Have you said enough, but just enough?– Have you avoided needless "filler" words and

phrase?

• Consideration– Have you put the client first?– Have you floodlighted his/her interests?– Have you walked in his/her moccasins?– Have you talked his/her language?

• Concreteness– Have you given the crisp details the client needs?– Have you made the details razor and needle-

sharp?

• Clarity– Have you used familiar words, short sentences?– Have you presented only one idea in each

sentence?

• Courtesy– Have you given the crisp details the client needs?– Have you made the details razor and needle-

sharp?

Planning business messages

• There is always one main idea that can be boiled down the written business message.

• Your motive for delivering message, your audience, the key idea of your written communication, and the medium that would greatly transfer your thoughts.

• Maintain Benchmark of Etiquette

Writing business messages

Collect all the information you need to Collect all the information you need to write you subject matter. Understand write you subject matter. Understand the requirement for good company is the requirement for good company is half the battle. Knowing how to half the battle. Knowing how to classify your messages in an classify your messages in an appropriate, this is another half..appropriate, this is another half..

Writing business messages

• Define and group ideas

• Begin with the key idea

• Establish order with company patterns

Direct approachIndirect approach

Revising business messages

• It is very important to go through whatever you have composed, you might excite to breathe a heave a sigh of release and get on with the subsequently project. In most of the companies authority always prefer revision before executing their strategy, and go through the documentation at least 2 times.

Revising business messages

• Evaluate your content and company

• Review your word Choice

• Assessment your style and Readability

Evaluate your content and company

• Preferably, you have to make an outline before the day you start with editing process at least 2 days before it. Compare your rough sketch with your original edited message; this is how to recognize your weaknesses in composing message.

Review your word Choice

• As a business communicator, you need to focus on two things to concentrate when selecting and revising your message, and its effectiveness. The rules of grammar are continuously varying to reveal changes in the way people converse. While debating the important points of practice might look like nitpicking, employing words properly is essential.

Assessment your style and Readability

• Once you go through the first draft and satisfied with the content and structure of the message move towards the style and check readability. Ask yourself whether you have attained the right pace for your customer. Look for the favorable occasion to make the matter more attractive through the use of energetic words and phrases.

Today we discussed:

• Written Communication

• Benefits of written communication• Demerits of written communication

• Effective message

• Planning business messages

• Writing business messages• Revising business messages

List of References:

• Courtland L. Bovee & John V. Thill. Business communication. Fourth Edition Published by: Prentice hall

• G. T Vardaman & PB Vardaman (1973). COMMUNICATIONS IN MODERN ORGANIZATIONS. John Wiley & Sons,Inc New York, pp. 516