The process of preparing effective business messages

In this chapter we will study in detail the effective writing and speaking mechanism ,that

should be adopted in both business and personal life. Effective writing is always entertained.

Five planning steps

         Identify your purpose

         Analyze your Audience

         Choose your ideas

         Collect your data

         Organize your message

         Identify your purpose

The most important step of writing an effective business message is to determine your

purpose, ask your self why you are writing. your purposes may be

         To inform someone

         To announce some thing

         To persuade some one

         To negotiate some thing

         To refuse something etc

     

         Analyze your Audience

The second most important step is to determine who your receiver is ask your self to whom

you are writing. Until and unless you don’t know who is your audience is you may not be

able to convey your message as you need it. you must determine before writing whether:

The age , gender, race, language ,nation, education, opinions, views, religion, profession  etc

         Choose your ideas

Keeping in view the purpose and the audience in mind draft your ideas accordingly, select the

ideas that should be used for convincing the receiver, judge the importance all ideas and

select the one that should be used in writing.

         Collect your data

For the support of your ideas you must have enough date that you can represent it to

influence the reader, you must have some figures, illustrations, background information,

product knowledge etc

         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