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A. M. Rizvi

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` We all confront situations where we have to

communicate orally or in writing. Since

communication is essential element of our daily

routine so, it may vary from simple to Complex.But, whatsoever, the type, a few considerations

should be kept while preparing message.

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Business message may have purpose of

Informing, Persuading, or Collaborating. The

purpose determines interest level of audience. In

messages where INFORMATION is purposeinterest of audience is at minimal level. In

PERSUASIVE messages participation (Interest)

and communicators control is almost equal.

Whereas, in message where purpose isCOLLABORATION, participation of audience is at

high level

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Informative messages may include Change of

Address, Arrival of Fresh Stock etc.

Persuasive messages require action fromaudience and end up on selection / purchase of

goods.

Collaborative messages may have appointment /selection discussion of Resellers / Distributors.

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While defining purpose four elements should be given vital attention:

A - Is purpos e realistic?If the purpose reveal radical change

B - Is the time appropriate?If within organization or target audience, there is any changewait till the settlement so that message could receive dueattention.

C - Is the right person delivering your message?Despite all the tillage (hard work), if sender should be somesuperior / senior sacrifice your credit for achieving objective.

D - Is your purpose acceptable to your organization?Your message must reflect the organizations priorities. Even-though, a bad response is received.

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` Target audience will determine content and

process of message. If audience is known you are

aware of reaction but when it is to predict for new

Customer, Peer, or Boss you have to learn aboutthem to adjust message to serve them

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Identify the primary audience:

If you can reach to opinion makers in your audience graph of success goes up because

rest of audience get inspiration from them.

Determine Audience Size:

Message / Report for wide distribution requires level of formality, organization, and

proper format in comparison with an in house small group.

Determine Audience Composition:

To be understood across cultural barriers consider how audience think, learn and style

they expect.

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Gauge your audiences level of understanding: Include relevant and enough information, eliminate irrelevant, do not

distract their attention by putting pompous diction.

Project your audiences expectation and preferences: Will members of your audienceexpect complete details? Or

will a summary sufficient what channel\medium do they prefer.

Estimate your audience probable action:

If you expect favorable response, you can state conclusion andrecommendations upfront and offer minimal supportingevidence or vice versa.

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Satisfying Audiences Information needs through ideas and supportingdata: Considering others view points: Put yourself in audience position and consider what they might be thinking,

feeling and planning.

Read reports & other company documents These documents are mines of helpful information (company report, memo, file,

survey etc)

Informal discussion: Chatting with fellow worker may provide ideas and information required.

Similarly personal interviews are convenient ways of gathering information.

Asking your audiences for input: If you are unsure of what audience members need from message, ask them

through phone call, informal survey, or unofficial report

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You have your clear purpose and analysis of idea, now you willbe choosing what to include in the message and what not. Youcan do:

Collecting the information from the letter received byunderlining main points which require clarification or if there isany misunderstanding.

Brainstorm the points if the message is unsolicited and jotdown them all.

While jotting down the points keep in mind importance ofinformation, receivers individual, national, and organizationvariables.

You may require specific information, facts and figures.

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` A good message answers all audiencequestions.

` If you dont know what audience members want to know, youre likely tosupply appropriate information.

` Your audience may not be aware of many aspects of vital information

needed by them.

` They might consider peaces of information as trivial but with your

experience you know the same is important.` You should provide completeethical accurate and pertinent information.

` Journalistic approach of asking who, what, when, where, why and how is a

good test for checking thoroughness of answer or message.

` Message should have complete information like PO box#, date, article,

amount, time of supply, destination, consignee, consignor, mode oftransportation etc. Additionally message should not contain any wrong

information, unauthorized promises. Your source of facts and information

should be current and reliable.

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It should also account for culture accuracy.

Similarly the message should includeenough details to avoid misleading youraudience. In case of any mistake or incorrect information should be supplied.

Journalistic approach of asking who, what, when, where, why and how is a goodtest for checking thoroughness of answer or message.

Message should have complete information like PO box#, date, article, amount,time of supply, destination, consignee, consignor, mode of transportation etc.

Additionally message should not contain any wrong information, unauthorizedpromises. Your source of facts and information should be current and reliable.

It should also account for culture accuracy.

Similarly the message should includeenough details to avoid misleading youraudience. In case of any mistake or incorrect information should be supplied