PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGE

1. 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.

2. THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Scheme of Presentation • Five Planning Steps • Basic Organizational Plans • The Writing Process

3. Five Planning Steps

4. THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Five Planning Steps Organize Your Message

5. 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

6. THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 2.ANALYSE YOUR AUDIENCE See your message from your receiver point of view

7. THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 3.CHOSSE YOUR IDEA • IDEA DEPEND ON • Type of message you are sending • Situation • Cultural context

8. 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

9. 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).

10. 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

11. 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.)

12. Basic Organizational Plan

13. BASIC ORGANIZATION PLAN Direct – Deductive Approach Indirect – Inductive Approach • Main idea • Explanation • Courteous close • Buffer • Explanation • Decision • Positive friendly close

14. 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

15. 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

16. The Writing Process

17. Why is it so Hard to write?

18. The Writing Process Steps in writing

19. Pre-Writing Before Writing • Topic • Brainstorm / Think – (Generate Ideas for the topic) • Focus on Central Idea Idea3 Idea1 Topic Idea4 Idea2 Central Idea Idea5

20. 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

21. 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

22. 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

23. 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

24. Revision & Editing Revision Editing • Re-read your paper for improvement. • Try to “re-see” your ideas from another perspective.

25. 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