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Writing Bad News Messages

Writing Bad News Messages. Three-step Writing Process. Planning. Writing. Completing. Purpose Audience Solid Evidence. Main Idea Relevant Points Right Approach. Revision Organization Overall Design. Strategies for Bad-news Messages. Convey the message Gain acceptance

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Writing Bad News Messages

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  1. Writing Bad News Messages Business Communication Today

  2. Three-step Writing Process Planning Writing Completing • Purpose • Audience • Solid Evidence • Main Idea • Relevant Points • Right Approach • Revision • Organization • Overall Design Business Communication Today

  3. Strategies for Bad-news Messages • Convey the message • Gain acceptance • Maintain goodwill • Promote a good corporate image • Minimize future correspondence Business Communication Today

  4. The “You” Attitude Positive Wording Respectful Language Audience-centered Tone Business Communication Today

  5. The Direct Approach Flow of the Message Bad News Step 1 Reasons Step 2 Positive Close Step 3 Substance of the Message Business Communication Today

  6. The Indirect Approach Flow of the Message Buffer Step 1 Reasons Step 2 Bad News Step 3 Positive Close Step 4 Substance of the Message Business Communication Today

  7. Show appreciation Pay attention Compliment reader Be understanding Show sincerity Saying “no” A know-it-all tone Wordy phrases Apologies Lengthy buffers Begin With a Buffer Things to Do Things to Avoid Business Communication Today

  8. Provide ReasonsThat Support the Refusal • Cover positive points • Provide relevant details • Highlight benefits • Minimize company policy • Avoid apologizing • Decision is justified, fair, and logical Business Communication Today

  9. State the Message De-emphasize the Bad News Use a Conditional Statement Focus on the Positive Avoid Blunt Language Business Communication Today

  10. Close With Confidence Maintain a Positive Tone Limit Future Correspondence Be Optimistic About the Future Remain Confident and Sincere Business Communication Today

  11. Proper Tone Message Organization Cultural Conventions Cultural Differences Communication Diversity Business Communication Today

  12. Routine Requests Organizational News Employment Information Writing BadNews Messages Business Communication Today

  13. RoutineWorkplace Requests Business Information Invitations and Favors Business Communication Today

  14. The Status of Orders Ship Part of the Order Ship None of the Order Work Toward an Eventual Sale Communicate Clearly Be Confident and Optimistic Business Communication Today

  15. Claims and Adjustments Things to Employ Things to Avoid Courtesy and Tact Accepting Blame Indirect Approach Accusations Understanding and Respect Negative Language Positive Attitude Defamation/Slander/Libel Business Communication Today

  16. Requested by a Person Requested by a Company Credit Decisions Business Communication Today

  17. Organizational News Products Operations Business Communication Today

  18. Letters ofRecommendation Requested by Businesses Requested by Individuals Be Direct State Facts Practice Diplomacy Recognize Feelings Business Communication Today

  19. Employment Applications • Use the direct approach • State reasons clearly • Suggest alternatives Business Communication Today

  20. Provide Feedback Review Job Description Set an Action Plan Performance Reviews Business Communication Today

  21. NegativePerformance Reviews • Confront the problem • Plan the message • Maintain privacy • Focus on the problem • Use Constructive Criticism • Obtain commitment Business Communication Today

  22. Express the Decision Give Specific Justification Minimize Negative Feelings Termination Letters Business Communication Today

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