The document discusses the five steps for preparing effective business messages: 1. Identify your purpose and the purpose of the message to create goodwill. The message can be informational, persuasive, or for negotiation. 2. Analyze your audience by considering their point of view, cultural differences, knowledge of the receiver, and specifics like names and cultural rules. 3. Choose your ideas based on the message purpose, situation, and culture. Select ideas that are appropriate and support the message. 4. Collect relevant data to support the ideas, including company policies if needed, and ensure precision of facts, figures, dates, names, and other details. 5. Organize the message so that the order

2. Department # BBADepartment # BBA
Semister 1stSemister 1st
Section "B"Section "B"
hamxatariq193@gmail.comhamxatariq193@gmail.com
Hamza TariqHamza Tariq

3. The Process OfThe Process Of
Preparing EffectivePreparing Effective
Business MessagesBusiness Messages

4. FiveFive
PlanningPlanning
Steps:Steps:

5. -Identify your purpose-Identify your purpose
-Analyze your audience-Analyze your audience
-Choose your ideas-Choose your ideas
-Collect your data-Collect your data
-Organize your message-Organize your message

6. Identify Your Purpose:Identify Your Purpose:
• The objective of your message is two fold; thethe
purpose of your messagepurpose of your message and to create the goodwillto create the goodwill
• Your message can be informational, persuasive orinformational, persuasive or
negotiationnegotiation

7. Analyze Your Audience:Analyze Your Audience:
• See your message from receivers point of view
• Be very careful while communicating with
foreigners, for they have different culture
• Have some pre-knowledge of the receiver
• Be very specific about the salutation, names,
initials, their basic cultural rules
• Try to see the person as a member of a group
like a business person or a professional, a new
or long time customer etc

8. Choose Your Ideas:Choose Your Ideas:
• With your purpose and receiver in mind, choose
your ideas for message
• Ideas depend on the type of message, situation,
cultural context
• If you are answering to someone's letter highlight
all queries and write them in short form and reply
them
• If message is complex do some brain storming
and write all ideas
• Then select ideas appropriate for your message

9. Collect Your Data:Collect Your Data:
• Collect the data to support your ideas
• Be sure you are aware of your company's
policies and procedures if your meassage
requires them
• Be careful about the facts, figures, dates, time,
names, titles, addresses etc.
• Check for the precision of your data

10. Organize your message:
• The order in which the ideas are to be presented is
as important as the ideas themselves.
• Choose the organizational after the purpose has
been finalized collecting all necessary facts. Ask
yourself:
• How will the reader and listener ract these ideas ?

11. Any Questions ?