PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGEAFSHAN BHATTIHUMMA NARGIS ALEEMGroup#0406/10/2013

Teacher: 

SIR ZAFAR ALI

  

Presented to Sir Zafar Ali as a partial fulfillment for the Course Business Communication Management.

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Scheme of Presentation

•Five Planning Steps

•Basic Organizational Plans

•The Writing Process

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

Five Planning Steps

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Five Planning Steps

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

Identify Your

Purpose

Analyze Your

Audience

Choose Your Idea

Collect Data To Support

Your Ideas

Organize Your

Message

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1.IDENTIFY YOUR PURPOSE

Determine Specific purpose

•To inform someone •To announce some thing•To persuade some one•To negotiate some thing •To refuse something

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

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2.ANALYSE YOUR AUDIENCE

See your message from your receiver point of view

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

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3.CHOSSE YOUR IDEA

•IDEA DEPEND ON

Type of message you are sending

Situation Cultural context

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

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4.COLLECT DATA TO SUPPORT YOUR IDEAS

•You need specific facts, figures, quotations

•Be sure to collect enough data

•Check name, date, address, statistics

•Sometime enclose a brochure, table , pictures, product sample

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5.ORGANIZE YOUR MESSAGE

• Before you start writing you must outline the major contents that should be used in the message, the best organization method is you should use first,

•      Introduction•      Body •      Conclusion• Use sensitive language avoiding gender, race, age,

and disability biases (office workers, not office girls).

• Use familiar words (salary, not remuneration).• Use precise, vigorous words (fax me, not contact

me).

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

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Use Bias-Free Language

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

Improvedattorneyserver

working hoursWorker

Gender-Biased female attorney

waitressman hoursWorkman

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USE SIMPLE FAMILIAR LANGUAGES• Unfamiliar We need to effectuate improvement of our manuals to better elucidate our training

goals.• Familiar We need to improve our manuals to clarify our training goals

Hidden Negative MeaningsYou are wrong . . . .

(I am right.)Your delay . . . .

(You are at fault.)

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

Basic Organizational Plan

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BASIC ORGANIZATION PLANDirect – Deductive

ApproachIndirect – Inductive

Approach

• Main idea

• Explanation

• Courteous close

• Buffer

• Explanation

• Decision

• Positive friendly close

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Audience Response Determines Pattern of Organization

If pleased If neutral

DIRECT PATTERN

Good News orMain Idea

If mildly interested

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

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If unwilling oruninterested

If hostile

INDIRECT PATTERN

If displeased ordisappointed

Bad News orMain Idea

THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

Audience Response Determines Pattern of Organization

The Writing Process

Why is it so Hard to write?17

The Writing Process

Steps in writing

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Pre-Writing

Before Writing

•Topic

•Brainstorm / Think – (Generate Ideas for the topic)

•Focus on Central Idea

Topic

Idea3

Idea2

Idea1

Central Idea

Idea4Idea5

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Planning & OrganizingList interesting words about the topic using a tree map

Onomatopoeia (words related to)

Similes / Metaphors

Phrases Verbs Senses: See Smell Touch Taste Hear

Topic/Central Idea

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Planning & Organizing contd..

Main Idea

1. Major Point

A. Evidenc

e

B. Evidenc

e

2. Major Point

A. Evidenc

e

B. Evidenc

e

3. Major Point

A. Evidenc

e

B. Evidenc

e

Add 3 major points about the topic and then add details to each.

Central Idea

1. Major Point

2. Major Point 3. Major Point

Details

Details

Details

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Planning & Organizing contd..Making an Outline will help you organize what you want to

write.

Opening Paragraph

Wonder Statement

MAIN IDEA 1 MAIN IDEA 2 MAIN IDEA 3

Closing Paragraph

Call for an Action

Personal Thought

Feeling

Lesson Learned

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Writing First Draft

Goal: To develop & support ideas listed in our outline.

•First Paragraph:▫Introduction▫Thesis / Wonder statement

•Second / Third / Forth Paragraph:▫Topic Sentence▫Details with examples

•Fifth Paragraph:▫Conclusion

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Revision Editing

Revision & Editing

• Re-read your paper for improvement.

• Try to “re-see” your ideas from another perspective.

Bring it all together as you write your final copy!

The reader should be able to read it fluently without having to stop

and figure out your writing and spelling.

work in your good ideas

Final Draft

read your draft and check for:

CAPITAL LETTERS

punctuation. ! ?

spelling

word choice

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