9.written communication
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The document outlines a three-step process for effective business writing: 1. Planning the message by defining the purpose, developing an audience profile, and adapting the message for the audience. 2. Writing the message by organizing it in a coherent manner and composing it with the appropriate tone, word choice, and sentence/paragraph structure. 3. Completing the message by revising it to evaluate content, organization, style, and tone, and to review for readability, clarity, and conciseness.
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The document discusses organizing and structuring business messages. It recommends a three-step writing process of planning, writing, and completing. Good organization clarifies the subject and purpose, logically groups ideas, and excludes irrelevant information. Organizing the message involves defining the main idea, limiting the scope, grouping support, and establishing the sequence. There are three types of messages - routine, persuasive, and bad news - each with different audience reactions and approaches. Composing the message requires the right style, tone, sentences, and paragraphs.
The Three Step Writing Process (Technical & Business Writing)
The three step writing process involves planning, writing, and completing a message. In the planning stage, the writer identifies the purpose and audience, selects an appropriate medium, and creates an outline. During writing, the writer employs an appropriate tone and style while emphasizing important information. In the completing stage, the writer checks readability, proofreads, and modifies the message for clarity before transmitting it to the intended audience. The document also discusses using direct and indirect approaches, with direct presenting the main idea up front and indirect building up to the main idea.
UNIT 4: MESSAGE DESIGN (BUSINESS COMMUNICATION)
4.1. Process of preparing effective business messages
4.1.1. Five planning steps
4.1.2. Basic organizational plans
4.1.3. Beginning and ending
4.1.4. Composing the message
4.2. The appearance and design of business message
4.2.1. Business letters
4.2.2. Memorandums
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4.1.4. Composing the message
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4.2.1. Business letters
4.2.2. Memorandums
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3. Choose your main idea based on the purpose and audience, taking into account cultural and location factors.
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The document discusses different forms of verbal communication, including oral and written communication. It describes oral communication as the interchange of verbal messages between a sender and receiver through speech. Some key elements of good oral communication are voice quality, style, word choice, and adaptation to the listener. Methods of oral communication include conversations, interviews, telephone calls, and presentations. Written communication allows for ready reference, legal documentation, uniformity, and mass access but lacks immediate feedback.
7. effective listening
The document discusses effective listening. It identifies listening as the accurate perception of what is being communicated and notes that good listeners are trusted more and seen as competent leaders. It describes different types of listening including active, passive, content, critical/evaluative, and empathic listening. It also outlines the listening process of receiving, interpreting, remembering, evaluating, and responding. Finally, it provides tips for improving listening skills such as looking beyond the speaker's style, fighting distractions, providing feedback, and listening actively.
2.barriers in communication
This document discusses various barriers to effective communication and categorizes them. It identifies semantic, organizational, psycho-sociological, cultural, and physical barriers that can influence the clarity, accuracy and effectiveness of communication. Recognizing these barriers is the first step to improving communication styles. The document provides examples of each type of barrier and suggests ways for senders and receivers to overcome barriers through active listening, clarifying meaning, and ensuring the message is tailored to the audience.
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9.written communication
- 3. Three-Step Writing Process Step 1 Step 3Step 2 Planning Writing Completing
- 4. I. Planning the message 1. Define your purpose 2. Develop an audience profile 3. Adapt your message
- 5. 1.Defining your purpose • General purpose : – To inform – To persuade • Specific purpose – The exact goal to be accomplished – E.g.. Placing an order, or convincing management about a given proposal.
- 6. 2. Developing audience profile • Identifying primary audience • Determining audience size • Audience composition • Level of understanding • Expectations and preferences Audience characteristics • Establish credibility • Choice of preferred media • Appropriate communication of required information. Purpose
- 7. 3. Adapt your message • 3.1 Adopting an audience centred approach. – ‘YOU’ attitude instead of ‘I’. We shipped your order today. Your order will arrive on Thursday. Dear Mr. Jones I am happy to inform you that we have approved your loan. Dear Mr. Jones, Congratulations! Your loan has been approved
- 8. • 3.2 Feature Vs benefit approach The printer prints 17 pages per minute You can turn out one of your 100 page document in six minutes.
- 9. • 3.3 Emphasize the positive points – ‘Focus on the silver lining not the clouds’ – Substitute mild terms • Cheap economical • Used cars resale cars • High calorie high energy The problem with this department is a failure to control costs. The performance can be improved by tightening up cost controls
- 10. • 3.4 Use a Polite Tone – Being courteous, showing consideration for the needs of audience. • 3.5 Using a bias free language: – Avoid gender bias – INSTEAD OF USE • Mankind Humanity • Salesman Sales representatives • Manpower Workforce
- 11. II. WRITING 1. Organise • A message is well organised if all the information flows together in a coherent manner. • Organising – Saves time – Improves efficiency – Helps audience understand and accept your message.
- 12. • To organise – Define your main idea – Structure your message – Limit your scope General purpose • To inform Specific purpose • Teach customer service reps how to file insurance claims Topic • Insurance claims Main idea • Proper filing by reps saves the company time and money • Main Point 1 • Sub point a • Sub point b • Main Point 2 • Sub point a • Sub point b OUTLINE
- 13. 2. Composing : – Use a tone that suits the situation – Select appropriate words – Create effective sentences and paragraphs
- 14. III. REVISING • Evaluate the content, organisation, style and tone • Review for readability – Proper vocabulary – Right mix of short and long sentences – Headings and subheadings • Edit for clarity and conciseness