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Business communication 5   message structuring
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Business communication 5 message structuring

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  • Generally people write in the sequence of their original idea, the idea which comes into their mind, not ina an ordr that would be most persuasive. They think & write in the same sequence, they don’t structure their idea and don’t make it cocrete for better business results. Thinking & structuring of an idea are two different things. While thinking all the ideas good & bad come into your mind without any difference, all these ideas complete or incomplete, good or bad, right or wrong conslude you communication message. when you communicate you express you own thinking & don’t let you audience to knwo the all other ideas you had in your mind, when you started thinking your idea first. GIVE ILLUSTRATIONS, EXPRESSIONS OF GENERAL LIFE EVENTS & STRUCTURED IDEAS Process of thinking is different from the process of structuring, when you think you work through hodgepodge or data. Btu you don’t present this hodgepodge in you communication and present you conclusion.
  • Thinking is an assembly line for communication.It is the combination of raw material neccessary of commnunication.while thinking or gathering data for your communication try to be goal oriented and avoid certain eliments which can be fetal in the process of thinking. Be ware of your assumptions.Life is based on various assumptions, we do so many things which based on certain assumptions. We assume so many things in daily life, such as, sun will rise---and we plan our daily routine, business will succedd--and we plan for the business, weather will be comfortable--and we plan our journey etc. ------- What happens when our assumptions don’t prove true? Our psychological balance becomes distrubed and our plans fail. Our statements and decisions also disclose our assumptions....when we go for visiting someone without informing the host--- we assume that host will be at home, when we plan for vacations and upcountry trip---we assume we have enough buduget and other factors are also under our control. In the similar manner our business actions also speak about our assumptions, if we give statements that show our progress we assume we will be successful in the market and if we give statements that show the sense of fear or danger we assume we are facing problems in the business, when we say this plan will increase our profit--it assumes you want increased profit. Be careful and very practical while assuming for various assumptions. Draw valid conclusions.From various assumptions we must derive some improtant and practical assumptions in the form of valid conclusions. If we make mistakes in the selection of these conclusions our communication will not work and plan will fail. Figure your conlclusions in the light of your assumptions. If you conclusion is valid, message structuring will be professional and successful. If you assumptions are practical and you’ve made valid conclusions you will be succuss. there are two methods of making valid conclusions. I)DEDUCTION METHOD: (based on assumptions). this method works with the basic assumptions and draws conclusion out of those assumptions by using practical knowledge and business approach. If deduction from assumptions is not correct and the business will be a failure. eg. if you assume accounting is not important for business you may conclude logically that balance sheet is of no value for the business. II)INDUCTION METHOD: (based on facts). we can distribute product on existing channels. Induction method is applied where facts are very much open and clear and assumptions are not required. Practically we use both deduction and induction methods in our conclusion making process. Avoid logical defects: (logical fallacies) As idea moves oninduction and deduction method --select the idea very carefully. Don’t jump at conclusions too fast Don’t go for false causes Don’t hide questioable assumptions Don’t hide ideas by focusing on less important issues Don’t hide ideas behind exaggeration Don’t hide ideas behind irrelevent events and attack. Avoid the eitherlor defect (when you set two alternatives and don’t allow other alternatives) Avoid the catchall explainations (you isolate one factor and treat it as the only factor)
  • Thinking and structuring are two different things and care is required for structuring idea.The following steps should be taken. Thionknig is the idea in your head and communicating is getting your idea into anothers head. Donn’t mirror your thoughts but structure them. An effective structure is based on following. Provide a hierarchy of your ideas :Dividing you ideas into different groups, and differentiating these groups is called heirarchy of ideas. If you don’t provide heirarchy to your ideas the whole business will be mess up and required results can not be taken. Suppose an organization with a president but no organizational heirarchy....what will happen it would be very difficult and sometime impossible to handle the business affairs and problems. Similarly in the case of a family tree if no heirarchy is there there will a lot of organizational , functional and cultural problems. It is not possible ot work in a family or in an organization without having designed a hierarchy. In heirarchy people are related to each other and they become interdependent to each other. Possibiliy of proper working conditions are very high in a hierarchy. Stress you conclusion (Top-level idea) Conclusion will be the top levlel idea that is important and has priority. It is important and result of your time, effort and thinking. It is closely tied to your main objective and you can stress on this conclusion as well. From this your general idea of communication will stem. When you consider the idea also consider the audience memory curve. Draw the audience memory curve. They remember what you said in the begining and what at the end. There must be a stress on your conclusion at the begining or at the end of the communication or twice on both occassions. If you put your conclusion in the middle audience may skip it. Divide into second-level points : You should express your second imortant points in the middle of the communication. It is nutshelling and teaching your main ideas. Divide you message into differrent points, not in further details. Subdivide into lower-level points :Second level ideas are supported by the lower level points and help the process of communication to be completed. Lower level ideas are also important and can be expressed by the the help of flip charts and tables as well. The same simple or complecated idea can become easy and influential with the help of charts. In the charts make it sure that one type or catagory belongs to one branch of the same type.   Put your ideas in order : It is important to put your ideas in order and in proper postions. Idea placement is the decesion making process what idea should come first and what should come next. Priority will be made by the way of requirement and importance of communication. For explainatory ideas:Two types of ideas are there one where you tell audience something and the second where you tell audience to do something. It is difficult to decide what to say first and what next. Always place you top level idea first and express with the help of top level idea the statement you want tocommunicate.You can explain the ideas in order of TIME, COMPONENTS, or IMPORTANCE. For action ideas: Explainatory ideas are easy toexplain but the other one Action Ideas need more attention and professionalism. It is tricky to put these ideas in order. while communicating action ideas it is necessary to judge your own credibility, judgment, audience’s attitude etc. You will structure your idea with 1.Top level idea 2.Strongest evidence (it is called direct approach)It is important to know that people like and understand this direct approach more easily if they have clear idea of the top level message. For communicator it may be difficult to use this direct approach as it involves the credibility of communicator and his/her goodwill may be at stack. Some times you find audience who will disagree with you for the reasons or ideas you give. If your audience is not convincing and you face problems apply this technique: 1>State least controversia points first 2>Present rejected alternatives first 3>Use your strongest evidence last. ............. This is called indirect approach and comparatively more safe and secure for communicator.    

Transcript

  • 1. The Message: Structure Business Communication Shafqat Jilani
  • 2. Thinking Versus Structuring
    • Thinking is Raw Material
    • Structuring is Organizing Hotchpotch Data into a meaningful Message
  • 3. Thinking
    • Be ware of your Assumptions
    • Draw Valid Conclusion
    • Avoid Logical Defects
  • 4. Avoid Logical Defects
    • Don’t jump at conclusions too fast
    • Don’t go for false causes
    • Don’t hide questionable assumptions
    • Don’t hide ideas by focusing on less important issues
    • Don’t hide ideas behind exaggeration
    • Don’t hide ideas behind irrelevant events and attack.
    • Avoid the eitherlor defect (when you set two alternatives and don’t allow other alternatives)
    • Avoid the catchall explanations (you isolate one factor and treat it as the only factor)
  • 5. Structuring
    • Provide a hierarchy of your ideas
      • Stress you conclusion
      • (Top-level idea) Audience Memory Curve
      • Divide into second-level points
      • Subdivide into lower-level points
    •  
  • 6. Structuring
    • Put your ideas in order.
      • For explanatory ideas (Explain in order to time, components and importance)
      • For action ideas (Direct Approach> start with top level idea2.strongest evidence) (Indirect Approach> 1.start with least controversial point 2.present rejected alternatives 3.use strongest evidence at last )
  • 7. Audience Memory Curve Highest Highest Lowest