Writing Business Messages

Adapting to Your Audience

  • Being sensitive to your audience’s needs

    • Using the ‘You’ attitude

      • Speaking & writing in terms of your audience’s wishes, interests, hopes & preferences

      • Replace terms that refer to yourself & your company with terms that refer to your audience

    • Maintaining standards of etiquette

      • Minimizing negative emotional reaction

      • For a close audience, less formal approach is more appropriate

      • For outrank people, added measure of courtesy is recommended

    • Emphasizing the positive

      • Communicate negative news without being negative

      • Show your audience how they will benefit from their action that you ask for

      • Try to avoid words with negative connotations

      • People respond better to an honest message delivered with integrity

    • Using bias-free language

      • Gender bias – avoid sexiest language by using same label for everyone

      • Racial & ethnic bias – avoid identifying people by race or ethnic origin unless relevant

      • Age bias – mention age only when relevant

      • Disability bias – avoid mentioning a disability unless it is relevant

  • Building strong relationship with your audience

    • Establishing your credibility by emphasizing :

      • Honesty

      • Objectivity

      • Awareness of audience needs

      • Qualifications, knowledge & expertise

      • Endorsement/Support

      • Performance/Reputation

      • Confidence

      • Communication style

      • Sincerity

    • Projecting the company’s image

      • Serve as the spokesperson for your organization

      • Use company guidelines (if any)

      • Observe more experienced colleagues

  • Controlling your style & tone

    • Using a conversational tone

      • Avoid old-fashioned & arrogant language

      • Avoid preaching & bragging

      • Be careful with intimacy

      • Be careful with humor

    • Using plain English

      • Straight

      • Understandable

      • Conversational

    • Selecting active or passive

      • Active sentences are usually stronger than passive one

      • Use passive sentences to soften bad news, to put yourself in the background or to create an impersonal tone

Composing Your Messages

  • Choosing strong words

    • Consider correctness & effectiveness

    • Balancing abstract & concrete words

      • Abstract words express a concept, quality or characteristic

      • Concrete words are mostly tangible & material

    • Finding words that communicate

      • Choose powerful words

      • Choose familiar words

      • Avoid clichés & buzzwords

      • Use jargon/terminology carefully

  • Creating effective sentences

    • Choosing from 4 types of sentences

      • Simple sentence

      • Compound sentence

      • Complex sentence

      • Compound-complex sentence

    • Using sentence style to emphasize key thoughts

      • Give important points the most space

      • Use extra words to describe the important points

      • Place the important point at the beginning or at the end of a sentence

      • A clear plan & strong knowledge of your audience will help you

  • Crafting coherent paragraphs

    • Understanding the elements of the paragraph

      • Topic sentence – subject of the paragraph

      • Support sentence – explanation

      • Transitional elements – connecting words, repeated words, pronouns & words that are frequently paired

    • Ways to develop paragraphs :

      • Illustration – give examples that shows the general idea

      • Comparison or contrast – use similarities or differences

      • Cause & effect – focus on reasons for something

      • Classification – sow how general idea is broken into specific categories

      • Problem & solution – present a problem & discuss the solution

Using Technology to Compose & Shape Your Messages

  • Style sheets & templates

  • Auto completion

  • Auto correction

  • File merge & mail merge

  • Endnotes, footnotes, indexes & table of contents

  • Wizards

One thought on “Writing Business Messages

  1. Write down questions to be answered in the paper and
    make sure that everything that is put in the
    paper is referenced. First of all you need to research the topic that you want to write
    on. Persuasive speeches are designed to convince the people or a crowd
    from indulging into an activity or event that has negative impact on the environment, people around or a state.

Tinggalkan Jawapan

Masukkan butiran anda dibawah atau klik ikon untuk log masuk akaun:

WordPress.com Logo

Anda sedang menulis komen melalui akaun WordPress.com anda. Log Out / Tukar )

Twitter picture

Anda sedang menulis komen melalui akaun Twitter anda. Log Out / Tukar )

Facebook photo

Anda sedang menulis komen melalui akaun Facebook anda. Log Out / Tukar )

Google+ photo

Anda sedang menulis komen melalui akaun Google+ anda. Log Out / Tukar )

Connecting to %s