THE PROCESS OF PREPARING EFFECTIVE BUSINESS MESSAGE We all confront situations where we have to communicate orally or in writing.

Since communication is essential element of our daily routine so, it may vary from simple to Complex. But, whatsoever, the type, a few considerations should be ept while preparing message. !"#$S%"& '()'*S+, Business message may have purpose of -%nforming., -'ersuading., or -Collaborating.. /he purpose determines interest level of audience. %n messages where %"0*)1!/%*" is purpose interest of audience is at minimal level. %n '+)S(!S%2+ messages participation 3%nterest4 and communicators control is almost e5ual. Whereas, in message where purpose is C*##!B*)!/%*", participation of audience is at high level. %nformative messages may include -Change of !ddress., !rrival of 0resh Stoc . etc. 'ersuasive messages re5uire action from audience and end up on selection 6 purchase of goods. Collaborative messages may have appointment 6 selection discussion of )esellers 6 7istributors. While defining purpose -four. elements should be given vital attention, !8 B8 %s purpose realistic9 %f the purpose reveal radical change %s the time appropriate9 %f within organi:ation or target audience, there is any change wait till the settlement so that message could receive due attention. %s the right person delivering your message9 7espite all the tillage 3hard wor 4, if sender should be some superior 6 senior sacrifice your credit for achieving

C8 ob;ective.

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%s your purpose acceptable to your organi:ation9 $our message must reflect the organi:ations priorities. +ven8 though, a bad response is received.

ANALYSING AUDIENCE: /arget audience will determine content and process of message. %f audience is nown you are aware of reaction but when it is to predict for new Customer, 'eer, or Boss you have to learn about them to ad;ust message to serve them, Identify the p i!" y "#dien$e: %f you can reach to opinion ma ers in your audience graph of success goes up because rest of audience get inspiration from them. Dete !ine A#dien$e Si%e: 1essage 6 )eport for wide distribution re5uires level of formality, organi:ation, and proper format in comparison an in house small group. Dete !ine A#dien$e C&!p&'iti&n: /o be understood across cultural barriers consider how audience thin , learn and style they expect. &auge your audience.s level of understanding, %nclude relevant and enough information, eliminate irrelevant, do not distract their attention by putting pompous diction. 'ro;ect your audience.s expectation and preferences,

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Will members of your audience expect complete details9 *r will a summary sufficient what channel<medium do they prefer. +stimate your audience probable action, %f you expect favorable response, you can state conclusion and recommendations upfront and offer minimal supporting evidence or vice versa. Satisfying !udience.s %nformation needs through ideas and supporting data, Considering others view points, 'ut yourself in audience position and consider what they might be thin ing, feeling and planning. )ead reports = other company documents /hese documents are mines helpful information 3company report, memo, file, survey etc4 %nformal discussion, Chatting with fellow wor er may provide ideas and information re5uired. Similarly personal interviews are convenient ways of gathering information. !s ing your audience.s for input, %f you are unsure of what audience members need from message, as them through phone call, informal survey, or unofficial report C>**S+ = C*##+C/ $*() %7+!S, $ou have your clear purpose and analysis of idea, now you will be choosing what to include in the message and what not. $ou can do,

 Collecting the information from the letter received by underlining main points which re5uire clarification or if there is any misunderstanding. Brainstorm the points if the message is unsolicited and ;ot down them all. While ;otting down the points eep in mind importance of information, receiver.s individual, national, and organi:ation variables. $ou may re5uire specific information, facts and figures. *)&!"%?+ 1+SS!&+, @8 A8 7irect 6 7eductive, %ndirect 6 %nductive,

NUTSHEL

! good message answers all audience 5uestions. %f you don.t now what audience members want to now, you.re li ely to supply appropriate information. $our audience may not be aware of many aspects of vital information needed by them. /hey might consider peaces of information as trivial but with your experience you now the same is important. $ou should provide complete ethical accurate and pertinent information. Bournalistic approach of as ing who, what, when, where, why and how is a good test for chec ing thoroughness of answer or message.

1essage should have complete information li e '* boxC, date, article, amount, time of supply, destination, consignee, consignor, mode of transportation etc. !dditionally message should not contain any wrong information, unauthori:ed promises. $our source of facts and information should be current and reliable. %t should also account for culture accuracy. Similarly the message should include enough details to avoid misleading your audience. %n case of any mista e or incorrect information should be supplied.