WRITING BUSINESS MESSAGES Flashcards
a form of communication in the workplace
BUSINESS MESSAGE
some examples of this are:
o hiring/firing
o organizational changes such as promotions
o inform employees of new policies or regulations
o inquiries
o requests
o response to requests/inquiries
BUSINESS MESSAGE
FOUR different media to express your business messages
o letters
o emails
o video presentations
o memos
in writing an effective business message, make sure that it is: (4)
o PURPOSEFUL
o ECONOMICAL
o AUDIENCE-ORIENTED
o PROCESS-ORIENTED
is there a valid reason on why you are writing the business message?
(CHARACTERISTIC OF AN EFFECTIVE BUSINESS MESSAGE)
PURPOSEFUL
straight to the point and must be concise
CHARACTERISTIC OF AN EFFECTIVE BUSINESS MESSAGE
ECONOMICAL
consider the receiver of the message and how they might react to your message
(CHARACTERISTIC OF AN EFFECTIVE BUSINESS MESSAGE)
AUDIENCE-ORIENTED
business messages should not be done haphazardly
CHARACTERISTIC OF AN EFFECTIVE BUSINESS MESSAGE
PROCESS-ORIENTED
3 STAGES OF BUSINESS MESSAGE WRITING
PRE-WRITING
WRITING
REVISING
3 THINGS TO DO WHILE IN THE PRE-WRITING STAGE
define the PURPOSE
analyze the AUDIENCE
choose the CHANNEL and MEDIUM
4 characteristics of an effective purpose for a business message
REALISTIC
TIMELY
ACCEPTABLE
APPROPRIATE
5 things to take note in analyzing the audience
identify your PRIMARY AUDIENCE identify the SIZE identify their LEVEL OF UNDERSTANDING identify PROBABLE REACTIONS establish a GOOD RELATIONSHIP
the ones who will directly receive your message
PRIMARY AUDIENCE
the ones who will be indirectly affected by the business message
SECONDARY AUDIENCE
taking note of this while analyzing the audience will help you in choosing for the right medium
identify the SIZE
which theory helps us in choosing channel and medium
MEDIA RICHNESS THEORY
5 things to take note in choosing channel and medium according to the MEDIA RICHNESS THEORY
o urgency of feedback o cost o formality o confidentiality o permanence
the stage of defining the purpose
PRE-WRITING STAGE
the stage of analyzing the audience
PRE-WRITING STAGE
the stage of choosing channel and medium
PRE-WRITING STAGE
3 THINGS TO DO WHILE IN THE WRITING STAGE
research on the business message
organize all the data gathered
transform the data into a memo or any appropriate form of writing
two types of research that can be done for a business message
INFORMAL RESEARCH
FORMAL RESEARCH
type of research that is less organized and systematic and does not use formal scientific methods
INFORMAL RESEARCH
type of research that uses scientific and methodical approaches
FORMAL RESEARCH
two ways we can organize all the gathered data
SCRATCH LIST
OUTLINE
this way of organizing data contains relevant ideas related to your topic
SCRATCH LIST
this way of organizing data identifies major and minor ideas
OUTLINE
two things to take note while transforming the data into a memo or any appropriate form of writing
vary sentence structure
construct grammatically correct sentences
5 common grammatical errors we have to avoid in transforming data
FRAGMENTS FUSED SENTENCES COMMA SPLICE DANGLING MODIFIERS MISPLACED MODIFIERS
“Even though the pay was low.”
WHICH GRAMMATICAL ERROR
FRAGMENTS
“Two candidates applied only one was hired.”
WHICH GRAMMATICAL ERROR
FUSED SENTENCES
“Many were qualified, Jeff was hired.”
WHICH GRAMMATICAL ERROR
COMMA SPLICE
“Feeling hopeless because of the current situation, the company was closed.”
(WHICH GRAMMATICAL ERROR)
DANGLING MODIFIERS
“The manager sent a memo to the employees disappointed because of their low monthly sales”
(WHICH GRAMMATICAL ERROR)
MISPLACED MODIFIERS
four things to watch out for in the REVISING stage
o GRAMMAR
o CHOICE OF WORDS
o SPELLING & CAPITALIZATION
o LAYOUT/DESIGN
