How to design an effective business message or communication.

1. THE PROCESS OF PREPARING
EFFECTIVE BUSINESS
MESSAGE
Designed by
Qazi Zuhair

2. EFFECTIVE BUSINESS COMMUNICATION
Effective business communication is a sharing process involving two or more parties
sending a message that is easily understood by each person.

3. PLANNING STEPS
• Identify your purpose
• Analyze your audience
• Choose your ideas
• Collect data to support your ideas
• Organize your message.

4. STEP 1: IDENTIFY YOUR PURPOSE
• It is important to determine first the specific reason of writing. Each message must
have a specific purpose
• Asking for rebate on defective goods
• Making inquiry
• Announcement
• Negotiation

5. STEP 2: ANALYZE YOUR AUDIENCE
• It is important to adapt the message according to the receivers views, mental filters,
needs, and culture. While preparing a message the care must be taken for the
following aspects:
• Member of a group, such as business or professional person; laborer, colleague, or
subordinate; woman or man.
• New or long time customer; young, middle-aged, or elderly.
• Receivers educational level, attitudes and probable values.

6. STEP 3: CHOOSE YOUR IDEA
• With the purpose and receiver in mind, the next step is to choose the idea for
message.
• The idea of writing a message depends on the background, situation, cultural
context and location of the receiver (national or international).

7. STEP 4: COLLECT YOUR DATA
• After deciding about the idea to be included in the message, it is important to
determine if the same requires specific facts, figures quotations, or other types of
evidence to support the main idea of the message.
• Company’s policies, procedures, and product detail if needed to support the main
idea.
• Enclose, if needed, a brochure, table, picture, or product sample

8. STEP 5: ORGANIZE YOUR MESSAGE
• Before you write the first draft of the letter, outline your message (mentally or on
paper). The order in which the idea is presented is as important as the ideas
themselves.
• Disorganized, rambling messages often seem careless, confusing, and unimportant.
• Different approaches of organizing the business
messages are necessary for different cultures.

9. CONCLUSION
Preparing any business messages it should be simply structured.
To make it effective use better Performa.