Types of Messages in Executive Communication by Aniket Pujari

1. Types of Messages in
Executive Communication
Presented by –
Aniket Pujari

3. DEVELOPING
MESSAGES...??
• An effective strategy needs to have clear,
succinct messages that summarise your research.
• If your research project is long and complex, it
may be difficult to set out these key messages at
the beginning. But it is useful to consider
whether there are any over-arching messages that
can be used while it is underway, or any specific
messages that relate to particular parts of the
project.

4. When drafting your key messages,
avoid using overly complex
statements. You can be succinct
without 'dumbing down'. Remember
that key audiences such as journalists
and policymakers are overloaded
with information and may not
remember your messages if they are
too complex.
DRAFTING YOUR
MESSAGES

6.  Ensure that the language you use is
appropriate for the audience you are
communicating with. For example the
title of a press release needs to be
understood by and accessible to a wide
audience. Use the first line of the press
release to sum up your findings.

7. REVIEWING YOUR MESSAGES...!!
 As your research develops, it is worth
scheduling review points to consider what
messages may be emerging from the project
and how these can be incorporated into your
strategy.

8.  USING DIFFERENT FORMAT
It's useful to try out your messages in different
formats, for example:-
* A media release
* A report
* A research briefing
* A newspaper article
* A website page.

9. “
”
CREATING A BRAND..!!
In order to convey your messages more effectively,
you need to think about branding. This gives
your work a distinct identity, which will usually
be expressed by one or more of the following:
1. Your project name
2. A 'strapline' or one-line description of the project
3. A logo or visual mark
4. The application of your brand across a range of
materials

10. “
”
•Ensure your brand reflects the overall
values and objectives of your research and
your impact plan. For example, one publicly-
funded organisation attracted negative
publicity by launching its anti-poverty
strategy in an expensive venue with elaborate
food and drink. Conversely, if your strategy
is aimed at CEOs in the business community,
they may be unimpressed with a cheap,
photocopied newsletter. The physical
manifestation of your brand must be in line with
your wider objectives.

11. NEUTRAL
MESSAGE
S

12. NEUTRAL MESSAGES
• These are the messages neither good nor bad. These
convey no feelings, contain information, necessating
action.
Ex- day-to-day messages, reports, routine letters,
remainders, proposals, etc.
• This message is written in an order known as Direct
order

13. THE GENERAL DIRECT
APPROACH
Begin with your objective:
There should be a brief background information before
presenting it.
Cover the remaining part of the objective:
Cover your information systematically—perhaps listing the
details or arranging them by paragraphs.
End with goodwill:
End the message with some appropriate friendly comment as
you would end a face-to-face communication with the reader. Include
a closing that is relevant to the topic of your message.

14. SECTIONS
• Announcement:
Announcement of neutral
information should follow good news.
• Transmittals:
It is simply a memo or latter
that sends a document to reader.

15. ORGANIZATIONAL PLAN FOR
NEUTRAL MESSAGES
• First: Best news or main idea.
• Middle: Explanation, with one or more
following with appropriate: all necessary
details, educational information, resale,
sales promotion.
• Last: Positive, friendly ending, with a clear
statement of action desired, motivation to
action, willingness to help future,
appreciation.

17. Positive
messages

18. Positive message
• A positive message is one that is expected to be
received favorably by the target audience. In
business, companies deliver positive messages
internally and externally. Positive internal
messages are often used to convey information,
such as a new division or promotion opportunity.

22. BY:- Akshay K R
First Year MBA
“B” Section

23. • Definition:-
A negative message is a message written to
convey an unpleasant and unfavorable information
without provoking the annoyance of the readers.

24. • Bad-news messages include rejections (in response to
job applications, promotion requests, and the like),
negative evaluations, and announcements of policy
changes that don't benefit the reader.
• What is buffer in negative message?
The first part of a negative news message, verbal or
written, involves neutral or positive information. This sets
the tone and often serves as a buffer or cushion for the
information to come.

25. • Direct Strategy
• Indirect Strategy

26. Direct strategy
• Dear student you are rejected for
MBAAdmission
• Because your documents are not
complete which we have required for
the Admission registration
• So please try again next
with complete
documentary

27. Indirect Strategy
Reason
Bad News
Closing
Opening
Dear candidate we appreciate you that you
applied in DSU university for teaching
But your qualification & experience are not suitable
for that teaching post which is our requirement
So you are not selected as our teaching faculty
member
Please try again next time for better luck . we hope
that you will be successful next time

28. – To convey the bad news.
– To gain acceptance for the bad news.
– To maintain as much goodwill as possible with your audience.
– To maintain a good image for the organization.
– If appropriate, to reduce or eliminate the need for
future correspondence.

29. PERSUASIVE
MESSAGES

30. Meaning of Persuasion
Persuasion is the attempt to
change a reader’s attitude,
beliefs or action in your favor

31. Persuasive Messages
In the workplace, a persuasive message occurs
when a person attempts to convince an individual or
group to take certain specific actions, which are
utilized to achieve organizational objectives.

32. Approaches
• Direct Approach
• Indirect Approach

33. Components of Message-
A :- Attract the readers “Attention”
I :- Arouse the readers “Interest”
D :- Create “Desire” and convince the reader
A :- State clearly the “Action” the reader needs to
take.

34. Where these messages are
applied ?
 Message within an organization
 Sales message to a customer
 Proposals

35. Strategies for writing
persuasive message.
1. Know Your Readers –
 Demographic Information (Age, gender, income &
geographical location)
 Psychographic Information (Social, political & personal
preferences)

36. 2. Choose & Develop Targeted Reader
Benefits –
o Intrinsic Benefits (Eg. Company’s anniversary dinner)
“Necessity”
----------------------------------------------------------------------------
o Extrinsic Benefits (Eg. Lucky draw at the door for each &
everyone)
“Complimentary”

37. 3. Make Good Use of Three Kinds of
Appeals -
Logic
Emotion
Character of a speaker
According to Greek Philosopher - Aristotle
logos
pathos
ethos

38. 4. Make It Easy for Your Readers to
Comply -
Exact information should be given about –
Where ?
When ?
How ?
Why ?
Projective suggestions to employees
Invitation to customers for sales event

39. Persuasive Request
Stages –
I. Determining Your Strategy
II. Gaining Attention in the Opening
III. Developing the Appeal
IV. Making the Request Clearly & Positively
V. Summarizing the Plan for Requests
VI. Contrasting Persuasive Request

40. Examples/Formats

42. Conclusion
• These all requires a greater skill from which the reader will get
benefits.
• If a writer not having enough skills to write any kind of
messages, then there are chances of failure of messages.
• Here writer is dependent on the reader’s way of understanding.
Writer can be assumed as a ruler as he may
achieve a greater success because of his skills,
but without understanding the mind of people of
his kingdom, ruler cannot rule them.

43. References
• http//lynda.communication in developing messages.net
• Https://studylib.net/doc/chapter-9 writing or developing messages.net
• https://thekellymuir.wordpress.com/2012/04/05/positive-messages-through-illustrations/
• https://studylib.net/doc/9522179/chapter-5--writing-good-news-and-neutral-messages
• Www.Thoughtco.Com/bad-news-message-business-writing-1689018
• Www.Cram.Com/essay/negative-message-business-communications/FK3K6FK5C
• www.developmentmessages.wikipedia.com
• www.Lynda.com
• www.e-communicationprocess.com (Chapter 2)
• DSU Textbook – Executive Communication (Chapter 12)

44. THANK
YOU