Académique Documents
Professionnel Documents
Culture Documents
Step 1: PLANNING BUSINESS MESSAGES Step 2: WRITING BUSINESS MESSAGES Step 3: COMPLETING BUSINESS MESSAGES
Defining your purpose: 4 Questions possibility of change, realistic, right time, acceptability to your org Developing an audience profile:
Identify
primary audience Determine audience size and geographic distribution Determine audience composition Gauge audience members level of understanding Understand audience expectations and preferences Forecast probable audience reaction
Gathering information
Uncovering audience needs based on audience feedback, asking questions to specify focus, anticipating info needs Providing required information: Journalistic approach who, what, when, where, why, how
Accurate Ethical
Pertinent
Oral: face-to-face conversation, interviews, speeches, in-person presentations, meetings Written: memos, letters, reports, proposals Visual: benefits of visual media Electronic: Email, podcasts, blogs, wikis, text messages, computer animation, video, music
Electronic versions of oral media: internet telephony, teleconferencing, voice-mail messages, audio recording (podcasts, CDs) Electronic versions of written media: email, IM, blogs, websites, wikis, text messaging, e-fax Electronic versions of visual media: Electronic presentations, computer animation, video (tape, DVD, online) Multimedia (audio, video, text & visual graphics)
Factors to consider when choosing media: media richness, message formality, media limitations, sender intentions, urgency and cost, audience preferences
Recognizing the importance of good organization Defining your main idea Limiting your scope Choosing between Direct and Indirect approaches: routine and positive messages, negative messages, persuasive messages Outlining your content: start with main idea, state major points, illustrate with evidence
Using the you attitude Maintaining standards of etiquette Emphasizing the positive Using bias-free language
Establishing your credibility Projecting your companys image
Using a conversational tone Using plain English Selecting Active or passive voice
Choosing strong words Using functional and content words correctly Finding words that communicate well Creating Effective sentences:
Choosing
from the 4 types of sentences Using sentence style to emphasize key thoughts
Style sheets and templates Autocompletion Autocorrection File merge and mail merge Endnotes, footnotes, indexes, and tables of contents Wizards
Revising your message Producing your message Proofreading your message Distributing your message
Varying your sentence length Keeping your paragraphs short Using lists and bullets to clarify and emphasize Adding headings and subheadings
Make multiple passes Use perceptual tricks Double-check high-priority items Give yourself some distance Be vigilant Stay focused Review complex electronic documents on paper Take your time