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Composing business messages ppt


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ppt is useful for the MBA candidates studying the subject executive communication

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Composing business messages ppt

  1. 1. “ How to Compose Business Messages” Prepared By :- Radhika Khosla MBA sem-1 2110155
  2. 2. <ul><li>Introduction </li></ul>04/03/11
  3. 3. 04/03/11
  4. 4. <ul><li>Brief Business Messages </li></ul><ul><li>Business Letters </li></ul><ul><li>Application Letters </li></ul><ul><li>Resume </li></ul><ul><li>Memorandum </li></ul><ul><li>Notices </li></ul><ul><li>Agenda </li></ul><ul><li>Minutes </li></ul><ul><li>Reports </li></ul><ul><li>Telex and Telegram </li></ul>04/03/11
  5. 5. <ul><li>Business Messages Using Technology </li></ul><ul><li>Fax(facsimile) </li></ul><ul><li>Electronic Mail(e-mail) </li></ul><ul><li>Instant Messages(IM) </li></ul><ul><li>Text Messages </li></ul><ul><li>Blog Postings </li></ul><ul><li>Podcasts </li></ul><ul><li>Printed Memos and Letters </li></ul>04/03/11
  6. 6. <ul><li>Techniques of composing business messages </li></ul><ul><li>Essential writing skills </li></ul><ul><li>Writing for effect </li></ul><ul><li>Using technology to compose and shape messages </li></ul><ul><li>Three step writing process </li></ul><ul><li>Basic pattern of business messages </li></ul>04/03/11
  7. 7. <ul><li>Composing Business Messages </li></ul><ul><li>Essential Writing Skills </li></ul><ul><li>Hallmarks of good writing </li></ul><ul><li>A – For accuracy , appropriateness , attention to the audience and avoidance of ambiguity </li></ul><ul><li>B – For brevity </li></ul><ul><li>C – For correct usage of grammar , clarity </li></ul><ul><li>Plain words and Plain Style </li></ul><ul><li>Easily understood by anyone with basic education , Avoid big & stilted words to be looked up in dictionary , Use difficult words when fit the need and are understood </li></ul>04/03/11
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  11. 11. <ul><li>Structure prepare rough draft , organize the material , put only required information </li></ul><ul><li>Accuracy review facts , figures , mathematical and financial calculations , dates and schedules , consult current and reliable outside sources of information , maintain proper structure , minimize mistakes by double-checking , follow ethics , avoid enough detail to avoid misleading reader , inaccuracy prompts uninformed source and readers put less faith in such , leads to lost productivity , embarrassment and serious safety and legal issues </li></ul>04/03/11
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  13. 13. <ul><li>Correct usage of grammar Punctuations , Tenses (present past , future) , Voice (active voice , passive voice) , Verbs (lexical , auxiliary ) , The Eight Parts of Speech ( Verb , Noun , Adjective , Adverbs , Conjunction , Preposition , Pronoun , Interjection) , Active voice subject does the action , stronger than passive voice , passive voice used when doer of the action is important ,grammatical errors are distracting and shows disrespect towards reader , Consult handbooks of grammar , mechanics and usage ,internet and reference books etc </li></ul>04/03/11
  14. 14. <ul><li>Selection of words </li></ul><ul><li>Using functional and content words correctly functional words express relationships and have only one unchanged meaning in any given context includes conjunctions , prepositions , articles and pronouns ; content words are multidimensional includes nouns , verbs , adjective , adverbs ; functional words show relationship between content words ; content words are building blocks , functional words are mortar that holds them together </li></ul>04/03/11
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  17. 17. <ul><li>Short paragraphs focus more on content , easier to read , better organization , readers prefer short paragraph reading , about eight lines is a good average , use of long paragraphs depends upon content , writing paragraph of twelve lines is a good practice , deciding what to include is a matter of judgment , avoid unnecessary information </li></ul><ul><li>Suggestions for non discriminatory writing Use gender neutral words , Avoid words that stereotype by Race , nationality , gender , age , Avoid words that typecast those with disabilities </li></ul>04/03/11
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  19. 19. <ul><li>Writing for effect getting desired effect is a matter of writing skills , the goodwill effect is valuable to the business . </li></ul><ul><li>Conversational style Resisting the tendency to be formal , it is warm and natural , produces goodwill effect </li></ul><ul><li>“ You” Viewpoint emphasizes reader’s interest ,even bad – news message can benefit from you viewpoint </li></ul><ul><li>Courtesy conversational language,employing ‘you viewpoint’ , choosing positive words develops courtesy in business message,builds goodwill and promotes friendly human relations </li></ul>04/03/11
  20. 20. <ul><li>Using Technology to compose and shape messages </li></ul><ul><li>Style sheets and templates </li></ul><ul><li>Auto completion </li></ul><ul><li>Auto correction </li></ul><ul><li>File merge and mail merge </li></ul><ul><li>Endnotes , footnotes , indexes and table of contents </li></ul><ul><li>Wizards </li></ul>04/03/11
  21. 21. <ul><li>Three Step Writing Process </li></ul>04/03/11
  22. 22. <ul><li>Plan </li></ul><ul><li>Analyze the situation </li></ul><ul><li>Define your purpose and analyze the audience profile </li></ul><ul><li>Gather Information </li></ul><ul><li>Determine audience needs and obtain the information necessary to satisfy those needs </li></ul><ul><li>Select the right medium </li></ul><ul><li>Select the best medium for delivering message </li></ul>04/03/11
  23. 23. <ul><li>Organize the information </li></ul><ul><li>Define main idea , limit the scope , Select direct or indirect approach , outline the content </li></ul><ul><li>Write </li></ul><ul><li>Adapt to the audience </li></ul><ul><li>Be sensitive to audience needs with a you attitude , politeness , positive emphasis , bias free language . Build a strong relationship with the audience by establishing credibility and projecting company’s image </li></ul>04/03/11
  24. 24. <ul><li>Control the style with a conversational tone , plain English and appropriate voice </li></ul><ul><li>Compose the message </li></ul><ul><li>Choose strong words that will help create effective sentences and coherent paragraphs </li></ul><ul><li>Complete </li></ul><ul><li>Revise the message </li></ul><ul><li>Evaluate content and review readability , then edit and rewrite for conciseness and clarity </li></ul>04/03/11
  25. 25. <ul><li>Produce the message </li></ul><ul><li>Use effective design elements and suitable layout for a clean , professional appearance </li></ul><ul><li>Proofread the message </li></ul><ul><li>Review for errors in layout , spellings and mechanics </li></ul><ul><li>Distribute the message </li></ul><ul><li>Choose the medium for delivering the message , make sure that all documents and relevant files are distributed successfully </li></ul>04/03/11
  26. 26. <ul><li>Basic Pattern of Business Messages </li></ul><ul><li>Composing Routine and Positive messages </li></ul><ul><li>Using Three Step Writing Process </li></ul><ul><li>Plan </li></ul><ul><li>Write </li></ul><ul><li>Complete </li></ul><ul><li>Writing negative messages </li></ul><ul><li>Use three step writing process :- </li></ul><ul><li>Plan </li></ul><ul><li>Write </li></ul><ul><li>Complete </li></ul>04/03/11
  27. 27. <ul><li>Use direct approach effectively </li></ul><ul><li>Use indirect approach effectively </li></ul><ul><li>Writing persuasive messages </li></ul><ul><li>Use three step writing process </li></ul><ul><li>Plan </li></ul><ul><li>Write </li></ul><ul><li>Complete </li></ul><ul><li>Strategy for developing persuasive messages </li></ul>04/03/11
  28. 28. <ul><li>Structuring the message with AIDA Model </li></ul><ul><li>Attention </li></ul><ul><li>Interest </li></ul><ul><li>Desire </li></ul><ul><li>Action </li></ul><ul><li>Creating effective business blogs </li></ul><ul><li>Communicating with personal style and authentic voice </li></ul><ul><li>Choosing topic of peak interest to the audience </li></ul>04/03/11
  29. 29. <ul><li>Encouraging audience to join conversation </li></ul><ul><li>Creating effective business correspondence </li></ul><ul><li>Awareness of the objective </li></ul><ul><li>Conversational style of writing </li></ul><ul><li>Reader’s viewpoint </li></ul><ul><li>Stress on positive language </li></ul><ul><li>Courtesy </li></ul><ul><li>Placing emphasis :- </li></ul>04/03/11
  30. 30. <ul><li>Body of the letter </li></ul><ul><li>Closing paragraph </li></ul><ul><li>Complimentary close </li></ul><ul><li>Signature and designation </li></ul><ul><li>Enclosure and postscript </li></ul>04/03/11
  31. 31. <ul><li>Composing business letters </li></ul><ul><li>Elements </li></ul><ul><li>Letter head </li></ul><ul><li>Reference </li></ul><ul><li>Date line </li></ul><ul><li>Name and address </li></ul><ul><li>Salutation </li></ul>04/03/11
  32. 32. <ul><li>Subject heading </li></ul><ul><li>Opening paragraph </li></ul><ul><li>Coherence </li></ul><ul><li>Tactful approach </li></ul><ul><li>Strategies for composing business letters </li></ul><ul><li>Direct approach </li></ul><ul><li>Indirect approach </li></ul>04/03/11
  33. 33. <ul><li>Composing Resume </li></ul><ul><li>Guidelines </li></ul><ul><li>Should not exceed one page </li></ul><ul><li>Simple </li></ul><ul><li>Concise </li></ul><ul><li>Focused </li></ul><ul><li>Accompanied by a covering letter </li></ul><ul><li>Resume generally includes :- </li></ul>04/03/11
  34. 34. <ul><li>Personal details :- age , fitness , marital status </li></ul><ul><li>Educational qualification </li></ul><ul><li>Specialized training </li></ul><ul><li>Experience and achievements </li></ul><ul><li>Personal qualities </li></ul><ul><li>References </li></ul>04/03/11
  35. 35. <ul><li>Composing memorandum </li></ul><ul><li>Guidelines </li></ul><ul><li>Avoid errors </li></ul><ul><li>Positive tone </li></ul><ul><li>Courtesy </li></ul><ul><li>Careful handling </li></ul><ul><li>Clarity of purpose </li></ul><ul><li>Awareness of the readers </li></ul>04/03/11
  36. 36. <ul><li>Brevity and conciseness </li></ul><ul><li>Structure </li></ul><ul><li>Variations in format </li></ul><ul><li>‘’ Email is taking over memo’’ </li></ul><ul><li>Composing effective e-mails </li></ul><ul><li>Formality considerations </li></ul><ul><li>Formal </li></ul><ul><li>Informal </li></ul><ul><li>Casual </li></ul>04/03/11
  37. 37. <ul><li>General considerations </li></ul><ul><li>Conciseness </li></ul><ul><li>Clarity </li></ul><ul><li>Etiquette </li></ul><ul><li>Correctness </li></ul><ul><li>Avoid inappropriate use of email </li></ul>04/03/11
  38. 38. <ul><li>Composing effective reports </li></ul><ul><li>Elements :- front matter , Main body , Back matter </li></ul><ul><li>Essentials :- Knowledge of English language ,Good judgment of facts , Ability to write accurately , correctly , Ability to think logically and objectively </li></ul><ul><li>Format of report :- printed , letter , memo , manuscript </li></ul>04/03/11
  39. 39. <ul><li>Structure of formal reports </li></ul><ul><li>Opening section </li></ul><ul><li>Cover , title page , copyright notice , letter of transmittal , preface , acknowledgement , table of contents , list of charts diagrams and illustrations </li></ul><ul><li>Body of the report </li></ul><ul><li>Abstract/executive summary </li></ul><ul><li>Introduction </li></ul><ul><li>methodology </li></ul>04/03/11
  40. 40. <ul><li>Discussion , conclusion , recommendations </li></ul><ul><li>Appendices </li></ul><ul><li>Appendix , list of references , bibliography , glossary , index </li></ul><ul><li>signature </li></ul><ul><li>Steps </li></ul><ul><li>Scope </li></ul><ul><li>Target audience </li></ul><ul><li>Collection of data </li></ul><ul><li>Outline </li></ul><ul><li>Final draft </li></ul>04/03/11
  41. 41. <ul><li>END </li></ul>04/03/11