Effective business communication of message formats

© SUGIHARTO, SH.MM GICI Business School

P r e s e n t e d b y S u g i h a r t o , S H . M M


Today’s professional

employee is inundated

with communications

sent via different

forms of media.

Making a Good First

Impression Remains

Essential

Whether the message

is in electronic or

hard copy form


Use Subject matter

The aesthetic

design of the

message will speak

to the reader and

invite him or her to

investigate and

discern the content

of the message.

Corporate Culture

Local Business

Customs

Help to tailor

the design of

the messages


The selected format for each message

will contribute to that impression

Will write messages

Internal receivers

External receivers

will want those documents to

create a lasting, positive

impression on the receivers


When faced with a situation

that requires communication

first decision will be

whether to convey the

message in

In writing

Orally spoken

Each method has advantages

and disadvantages


Provide a permanent record that can be filed

and referred to in the future

Can be reread and studied, which is

important if a message is long, is complex,

or has been written in anger

Can be revised and edited to ensure they

adhere to the principles of business

communication

Can have legal value

The advantages of written

messages are …


Are generally transmitted slowly; e-mail and

fax are notable exceptions

Are viewed as being more formal, in part

because they are permanent

Do not lend themselves to quick or thorough

feedback because there are few nonverbal

cues and because the sender and receiver

are in different locations

Require storage, which can be time-

consuming and expensive

The disadvantages of written

messages are …


The process for developing written

business messages consists of the

following three steps:

PLANNING

DRAFTING

FINALIZING


PLANNING

ANALYZE THE

COMMUNICATION

SITUATION

ESTABLISH PRIMARY

AND SECONDARY

PURPOSES

ANALYZE THE

RECEIVER

SELECT THE TYPE

OF MESSAGE


PLANNING ANALYZE THE

COMMUNICATION

SITUATION is to decide what is

involved in the

specific

communication

situation

Who will receive

the message

Is the receiver internal or external to

the organization?

Will he or she be the final receiver or

an intermediate reader?

What are the physical and political

constraints under which I am

operating?

What action do I want my receiver to

take?

Will my receiver view my message as

positive? negative? persuasive?

mixed?

What is the relationship between me

and my receiver? between our

organizations?


PLANNING ESTABLISH

PRIMARY AND

SECONDARY

PURPOSES

After analyzing the

communication

situation, you will

establish the primary

and secondary

purposes of your

message. This will

be done within the

framework of the

four (4) business

communication

goals:

Receiver understanding

Necessary receiver response

Favorable relationship

Organizational goodwill

The main idea is the primary

purpose, and the supporting ideas

are the secondary purposes

review the example next page …


PLANNING ESTABLISH PRIMARY AND SECONDARY PURPOSES

The main idea is the primary

purpose, and the supporting ideas

are the secondary purposes

Approve purchase of

4 new computers unit

the primary purpose

Describe purchasing

procedure

The supporting ideas

The secondary ideas

Identify

hardware/software

requirements

Specify budget

limitations


Knowledge

Interests

Attitudes

Emotional reaction

PLANNING ANALYZE THE

RECEIVER

Analyzing The

Receiver in 4 areas

To achieve its goals

and purposes, your

message must be

understandable to

the receiver with …

the least amount of subject knowledge

the lowest vocabulary level

the most emotional opposition without insulting

or being condescending to other receivers

The analysis will determine the ideas, words, and approaches

that communicate the message best in the situation to face.


PLANNING SELECT THE TYPE OF MESSAGE

Format and style will vary with the situation. Memos are used

exclusively for internal communication; letters, e-mail, and

reports may have either an internal or an external audience.

Written messages can

be formatted as …

E-mail

Letters

Memos

Written reports

Other document types


At this stage, getting something in writing is more

important than generating perfect copy. Even with good

planning, experienced writers sometimes encounter

writer’s block—difficulty in putting thoughts into words

DRAFTING Using your mental or recorded notes from the

outlining process, draft the message :

Apply the principles of

business communication

use the you–viewpoint

focus ON CONTENT.


Proofreading the document

to determine where it needs

to be revised and edited.

Revising and editing are

similar processes with

different objectives

FINALIZE THE MESSAGE

Revising focuses on

content; editing

focuses on mechanics


THANK YOU FOR LISTENING

3nd Meeting

Business Communication

Presented by

Sugiharto, SH. MM STIE GICI Business School

October 2013

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Education

Effective business communication of message formats