effective business communication of message formats
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© SUGIHARTO, SH.MM GICI Business School
P r e s e n t e d b y S u g i h a r t o , S H . M M
© SUGIHARTO, SH.MM GICI Business School
Today’s professional
employee is inundated
with communications
sent via different
forms of media.
Making a Good First
Impression Remains
Essential
Whether the message
is in electronic or
hard copy form
© SUGIHARTO, SH.MM GICI Business School
Use Subject matter
The aesthetic
design of the
message will speak
to the reader and
invite him or her to
investigate and
discern the content
of the message.
Corporate Culture
Local Business
Customs
Help to tailor
the design of
the messages
© SUGIHARTO, SH.MM GICI Business School
The selected format for each message
will contribute to that impression
Will write messages
Internal receivers
External receivers
will want those documents to
create a lasting, positive
impression on the receivers
© SUGIHARTO, SH.MM GICI Business School
When faced with a situation
that requires communication
first decision will be
whether to convey the
message in
In writing
Orally spoken
Each method has advantages
and disadvantages
© SUGIHARTO, SH.MM GICI Business School
Provide a permanent record that can be filed
and referred to in the future
Can be reread and studied, which is
important if a message is long, is complex,
or has been written in anger
Can be revised and edited to ensure they
adhere to the principles of business
communication
Can have legal value
The advantages of written
messages are …
© SUGIHARTO, SH.MM GICI Business School
Are generally transmitted slowly; e-mail and
fax are notable exceptions
Are viewed as being more formal, in part
because they are permanent
Do not lend themselves to quick or thorough
feedback because there are few nonverbal
cues and because the sender and receiver
are in different locations
Require storage, which can be time-
consuming and expensive
The disadvantages of written
messages are …
© SUGIHARTO, SH.MM GICI Business School
The process for developing written
business messages consists of the
following three steps:
PLANNING
DRAFTING
FINALIZING
© SUGIHARTO, SH.MM GICI Business School
PLANNING
ANALYZE THE
COMMUNICATION
SITUATION
ESTABLISH PRIMARY
AND SECONDARY
PURPOSES
ANALYZE THE
RECEIVER
SELECT THE TYPE
OF MESSAGE
© SUGIHARTO, SH.MM GICI Business School
PLANNING ANALYZE THE
COMMUNICATION
SITUATION is to decide what is
involved in the
specific
communication
situation
Who will receive
the message
Is the receiver internal or external to
the organization?
Will he or she be the final receiver or
an intermediate reader?
What are the physical and political
constraints under which I am
operating?
What action do I want my receiver to
take?
Will my receiver view my message as
positive? negative? persuasive?
mixed?
What is the relationship between me
and my receiver? between our
organizations?
© SUGIHARTO, SH.MM GICI Business School
PLANNING ESTABLISH
PRIMARY AND
SECONDARY
PURPOSES
After analyzing the
communication
situation, you will
establish the primary
and secondary
purposes of your
message. This will
be done within the
framework of the
four (4) business
communication
goals:
Receiver understanding
Necessary receiver response
Favorable relationship
Organizational goodwill
The main idea is the primary
purpose, and the supporting ideas
are the secondary purposes
review the example next page …
© SUGIHARTO, SH.MM GICI Business School
PLANNING ESTABLISH PRIMARY AND SECONDARY PURPOSES
The main idea is the primary
purpose, and the supporting ideas
are the secondary purposes
Approve purchase of
4 new computers unit
the primary purpose
Describe purchasing
procedure
The supporting ideas
The secondary ideas
Identify
hardware/software
requirements
Specify budget
limitations
© SUGIHARTO, SH.MM GICI Business School
Knowledge
Interests
Attitudes
Emotional reaction
PLANNING ANALYZE THE
RECEIVER
Analyzing The
Receiver in 4 areas
To achieve its goals
and purposes, your
message must be
understandable to
the receiver with …
the least amount of subject knowledge
the lowest vocabulary level
the most emotional opposition without insulting
or being condescending to other receivers
The analysis will determine the ideas, words, and approaches
that communicate the message best in the situation to face.
© SUGIHARTO, SH.MM GICI Business School
PLANNING SELECT THE TYPE OF MESSAGE
Format and style will vary with the situation. Memos are used
exclusively for internal communication; letters, e-mail, and
reports may have either an internal or an external audience.
Written messages can
be formatted as …
Letters
Memos
Written reports
Other document types
© SUGIHARTO, SH.MM GICI Business School
At this stage, getting something in writing is more
important than generating perfect copy. Even with good
planning, experienced writers sometimes encounter
writer’s block—difficulty in putting thoughts into words
DRAFTING Using your mental or recorded notes from the
outlining process, draft the message :
Apply the principles of
business communication
use the you–viewpoint
focus ON CONTENT.
© SUGIHARTO, SH.MM GICI Business School
Proofreading the document
to determine where it needs
to be revised and edited.
Revising and editing are
similar processes with
different objectives
FINALIZE THE MESSAGE
Revising focuses on
content; editing
focuses on mechanics
© SUGIHARTO, SH.MM GICI Business School
THANK YOU FOR LISTENING
3nd Meeting
Business Communication
Presented by
Sugiharto, SH. MM STIE GICI Business School
October 2013
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