Pertemuan 5Writing Business Messages (1)

Matakuliah : J0012/ Komunikasi Bisnis ITahun : 2008

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Three-Step Writing Process

Step 1 Step 3Step 2

Planning Writing Completing

Analyze SituationAnalyze Situation

Gather InformationGather Information

Select MediumSelect Medium

Get OrganizedGet Organized

Adapt to the AudienceAdapt to

the Audience

Composethe MessageCompose

the Message

ReviseRevise

ProduceProduce

ProofreadProofread

DistributeDistribute

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Analyze the Situation

Define YourDefine YourPurposePurpose

Define YourDefine YourPurposePurpose

Profile YourProfile YourAudienceAudience

Profile YourProfile YourAudienceAudience

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Define Your Purpose

General Specific

InformInform

PersuadePersuade

CollaborateCollaborate

OutcomesOutcomes

Timing and RealismTiming and Realism

AcceptabilityAcceptability

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Profile Your Audience

Primary MembersPrimary Members

Size and locationSize and location

CompositionComposition

Knowledge LevelKnowledge Level

ExpectationsExpectations

Probable ReactionProbable Reaction

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Gather Information

Informal MethodsInformal MethodsInformal MethodsInformal Methods

ViewpointsViewpointsof Othersof Others

ViewpointsViewpointsof Othersof Others

CompanyCompanyDocumentsDocumentsand Reportsand Reports

CompanyCompanyDocumentsDocumentsand Reportsand Reports

Supervisors,Supervisors,Colleagues,Colleagues,

and Customersand Customers

Supervisors,Supervisors,Colleagues,Colleagues,

and Customersand Customers

AudienceAudienceInputInput

AudienceAudienceInputInput

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Provide Information

AccurateAccurate

EthicalEthical

PertinentPertinent

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Selecting the Medium

Visual MediaVisual Media

Oral MediaOral Media

Electronic MediaElectronic Media

Written MediaWritten Media

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Oral Communication

• Conversations

• Interviews

• Speeches

• Presentations

• Meetings

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Analysis of Oral Media

Advantages Disadvantages

•Limited participation

•May not be permanent

•Reduced control

•No editing or revision

•Immediate feedback

•Ease of interaction

•Rich non-verbal cues

•Emotional content

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Written Communication

ReportsReports

ProposalsProposals

LettersLetters

MemosMemos

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Analysis of Written Media

Advantages Disadvantages

•Delayed feedback

•Few nonverbal cues

•Distribution issues

•Preparation time

•Planning and control

•Permanent record

•Audience reach

•Minimal distortion

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ChartsChartsChartsCharts

GraphsGraphsGraphsGraphs

DiagramsDiagramsDiagramsDiagrams

Visual Communication

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Analysis of Visual Media

Advantages Disadvantages

•Ease communication

•Reduce complexity

•Expedite understanding

•Assist the audience

•Artistic skills

•Preparation time

•Technical requirements

•Transmitting and storing

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Electronic Communication

Oral CommunicationOral CommunicationOral CommunicationOral Communication

Written Communication Written Communication Written Communication Written Communication

Visual CommunicationVisual CommunicationVisual CommunicationVisual Communication

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Analysis of Electronic Media

Advantages Disadvantages

•Delivery speed

•Audience reach

•Multimedia formats

•Accessibility/openness

•Easy to overuse

•Security threats

•Privacy concerns

•Productivity issues

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Choosing the Right Media

Custom Reports, Memos,Custom Reports, Memos,Letters, Email, IM,Letters, Email, IM,

Wikis, Blogs, PodcastsWikis, Blogs, PodcastsStandard Reports,Standard Reports,

Webpages, Mass Media, Webpages, Mass Media, Posters and SignsPosters and Signs

Telephone,Telephone,Teleconferences,Teleconferences,

VideotapesVideotapes

Face-to-Face,Face-to-Face,Multimedia,Multimedia,

Virtual RealityVirtual Reality

LeanerLeanerRicherRicher

A Continuum of Media Richness

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Choosing the Right Media

SenderSenderIntentionsIntentions

SenderSenderIntentionsIntentions

UrgencyUrgencyand Costand Cost

UrgencyUrgencyand Costand Cost

AudienceAudiencePreferencesPreferences

AudienceAudiencePreferencesPreferences

MessageMessageFormalityFormality

MessageMessageFormalityFormality

MediaMediaLimitationsLimitations

MediaMediaLimitationsLimitations

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Organizing InformationDefine Topic and Main Idea

General Purpose

Specific Purpose Topic Main Idea

Teach customer service department how to file

insurance claims.To Inform

To Persuade

To Collaborate

Insurance Claims

R&D Funding

Incentive Pay

Proper filing of claims saves time and money.

Competitors outspend us on research and development.

Linking wages to profitsmotivates workers.

Convince managers to increase spending on

research and development.

Solicit ideas for incentiveplan that ties wages to profits.

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Sequencing Messages

Direct Approach(Deductive)

Direct Approach(Deductive)

Indirect Approach(Inductive)

Indirect Approach(Inductive)

Audience ReactionAudience Reaction

Message LengthMessage Length

Message TypeMessage Type