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PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGE. AFSHAN BHATTI HUMMA NARGIS ALEEM Group#04 06/10/2013. Teacher: SIR ZAFAR ALI Presented to Sir Zafar Ali as a partial fulfillment for the Course Business Communication Management. Scheme of Presentation. Five Planning Steps
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PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGE AFSHAN BHATTI HUMMA NARGIS ALEEM Group#04 06/10/2013 Teacher: SIR ZAFAR ALI Presented to Sir Zafar Ali as a partial fulfillment for the Course Business Communication Management.
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Scheme of Presentation • Five Planning Steps • Basic Organizational Plans • The Writing Process
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Five Planning Steps Organize Your Message
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 1.IDENTIFY YOUR PURPOSE Determine Specific purpose • To inform someone • To announce some thing • To persuade some one • To negotiate some thing • To refuse something
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 2.ANALYSE YOUR AUDIENCE See your message from your receiver point of view
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 3.CHOSSE YOUR IDEA • IDEA DEPEND ON • Type of message you are sending • Situation • Cultural context
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 4.COLLECT DATA TO SUPPORT YOUR IDEAS • You need specific facts, figures, quotations • Be sure to collect enough data • Check name, date, address, statistics • Sometime enclose a brochure, table , pictures, product sample
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 5.ORGANIZE YOUR MESSAGE • Before you start writing you must outline the major contents that should be used in the message, the best organization method is you should use first, • Introduction • Body • Conclusion • Use sensitive language avoiding gender, race, age, and disability biases (office workers, not office girls). • Use familiar words (salary, not remuneration). • Use precise, vigorous words (fax me, not contact me).
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Use Bias-Free Language Gender-Biased female attorney waitress man hours Workman Improved attorney server working hours Worker
THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES USE SIMPLE FAMILIAR LANGUAGES • Unfamiliar We need to effectuate improvement of our manuals to better elucidate our training goals. • Familiar We need to improve our manuals to clarify our training goals Hidden Negative Meanings You are wrong . . . . (I am right.) Your delay . . . . (You are at fault.)
BASIC ORGANIZATION PLAN Direct – Deductive Approach Indirect – Inductive Approach • Main idea • Explanation • Courteous close • Buffer • Explanation • Decision • Positive friendly close
If pleased If mildly interested If neutral DIRECT PATTERN Good News or Main Idea THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Audience Response Determines Pattern of Organization
If unwilling or uninterested If hostile If displeased or disappointed INDIRECT PATTERN Bad News or Main Idea THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Audience Response Determines Pattern of Organization
The Writing Process Steps in writing
Pre-Writing Before Writing • Topic • Brainstorm / Think – (Generate Ideas for the topic) • Focus on Central Idea Idea3 Idea1 Topic Idea4 Idea2 Central Idea Idea5
Planning & Organizing List interesting words about the topic using a tree map Topic/ Central Idea • Senses: • See • Smell • Touch • Taste • Hear Onomatopoeia (words related to) Verbs Similes / Metaphors Phrases
Planning & Organizing contd.. Add 3 major points about the topic and then add details to each. 1. Major Point Details Central Idea 2. Major Point 3. Major Point Details Details
MAIN IDEA 1 MAIN IDEA 2 MAIN IDEA 3 Planning & Organizing contd.. Making an Outline will help you organize what you want to write. Personal Thought Opening Paragraph Wonder Statement Feeling Lesson Learned Closing Paragraph Call for an Action
Writing First Draft Goal: To develop & support ideas listed in our outline. • First Paragraph: • Introduction • Thesis / Wonder statement • Second / Third / Forth Paragraph: • Topic Sentence • Details with examples • Fifth Paragraph: • Conclusion
Revision & Editing Revision Editing • Re-read your paper for improvement. • Try to “re-see” your ideas from another perspective.
Final Draft Bring it all together as you write your final copy! work in your good ideas The reader should be able to read it fluently without having to stop and figure out your writing and spelling. read your draft and check for: CAPITAL LETTERS . ! ? punctuation spelling word choice