Unit 3: Business Communication
Written CommunicationDelivering 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 doesnt 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 Cs of communicationCorrectnessHave you checked all facts for correctness?Have you spelled the reader's name correctly?Have you checked your spelling, punctuation, grammar, etc.?CompletenessHave you given all the facts?Have you covered the essentials?Have you answered all his/her questions?Did you PLAN what you said?
ConcisenessHave 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?ConsiderationHave you put the client first?Have you floodlighted his/her interests?Have you walked in his/her moccasins?Have you talked his/her language?
ConcretenessHave you given the crisp details the client needs?Have you made the details razor and needle-sharp?ClarityHave you used familiar words, short sentences?Have you presented only one idea in each sentence?CourtesyHave 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 write you subject matter. Understand the requirement for good company is half the battle. Knowing how to classify your messages in an appropriate, this is another half..
Writing business messages Define and group ideasBegin with the key ideaEstablish order with company patternsDirect 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 messagesEvaluate 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 ChoiceAs 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 CommunicationBenefits of written communicationDemerits of written communicationEffective messagePlanning business messagesWriting business messagesRevising business messages
List of References:Courtland L. Bovee & John V. Thill. Business communication. Fourth Edition Published by: Prentice hallG. T Vardaman & PB Vardaman (1973). COMMUNICATIONS IN MODERN ORGANIZATIONS. John Wiley & Sons,Inc New York, pp. 516