ESSENTIALS OF COMMUNICATION

BUSINESS COMMUNICATION


ESSENTIALS OF COMMUNICATION
Question 1
You have been assigned the job of composing business messages. What check-list would
you prepare for organising the message? (November-2007)
Answer
Check-list for organising the message:
A. Organisation:
1. Recognise good organisation
(a) Subject and purpose are clear
(b) Information is directly related to subject and purpose.
(c) Ideas are grouped and presented logically
(d) All necessary information is included
2. Achieve good organization through outlining-
(a) Decide what to say
(i) Main idea
(ii) Major points
(iii) Evidence
(b) Organise the message to respond the audience is probable reaction-
(i) use the direct approach when audience will be neutral, pleased,
interested, or eager.
(ii) use the indecent approach when audience will be displeased,
interested, or unwilling.
3. Choose the appropriate organisation plan-
(a) Short Messages -

Law, Ethics and Communication
8.2
(i) Direct request
(ii) Routine, good news and good message
(iii) Bad news message
(iv) Persuasive Message
(b) Longer message
(i) Information pattern
(ii) Analytical pattern.
B. Formulation
1. Compose your first draft.
(a) Get ideas down as quickly as you can.
(b) Rearrange, delete, and add ideas without losing sight of your purpose.
2. Vary the style to create a tone that suits the occasion.
(a) Establish your relationship with your audience.
(i) Use the appropriate level of formality.
(ii) Avoid being overly familiar, using inappropriate humor, including obvious flattery,
sounding preachy, bragging, and trying to be something you’re not.
(b) Extend your audience-centered approach by using the “you” attitude.
(c) Emphasize the positive aspects of your message.
(d) Establish your credibility to gain the audience’s confidences.
(e) Make your tone a polite one.
(f) Use the style that your company prefers.