Javier, Jean Chel P.

Soriano, Edjohn

STAGES IN BUSINESS COMMUNICATION
Business Communication is an important ingredient for success because written
communication is used in all areas of business operations. Well-written business
communication conveys expertise, professionalism, and competence. Therefore,
whether the communication is for an external or internal audience, it is worth the
time and effort to write skillfully. What makes business writing effective? To be
effective, business writing should be clear, concise, and credible. Clear writing is
easy to understand. Concise writing contains only the details that are pertinent to
the purpose and topic of the communication. Credible writing is true, realistic, and
free of puffery. So now, we are going to discuss the five stages of Business
Communication.
STAGE 1- PREWRITING
Planning is the key to effective business writing. Planning your writing will help you
organize your thoughts, shape your ideas, and develop the purpose of your
material. Because planning enables you to write more efficiently, it will save you
time and frustration. The first step is to simply get your thoughts on paper. The
next step is to decide on a method for organizing your thoughts such as
chronologically or by order of importance.
It is very difficult and even futile to try and think about WHAT you want to write and
HOW you want to phrase it in the same time. In planning, you try to foresee what
you want your final text to look like, using the following points:
• Define your writing topic and content area. Narrow your topic down to a specific
angle that will be developed in your text. Make sure you are aware of any specific
content or technical requirements you may have from teachers. Research and
analyze
information
sources
if
needed.
• Calculate the time needed to complete your writing task. Remember that even a
1,500 word college essay may take a few days to properly complete, so do not
postpone
writing
assignments
to
the
last
minute!
• Brainstorm and jot down any ideas, thoughts, arguments, words, and phrases
you
think
are
relevant
to
your
text.

Organize your preliminary arguments into an outline following a logical order

ANALYZING AND ORGANIZING INFORMATION Analyzing information involves examining it in ways that reveal the relationships. information sources here are the people who are involved in efforts to address issues similar to yours. That may mean subjecting it to statistical operations that can tell you not only what kinds of relationships seem to exist among variables. you can consult existing sources or look at “natural examples. These can be conveniently divided into scholarly publications. By giving you insight into how issues play out in your or other communities. In general.that would suit the general essay structure of opening. We’ll touch on where to find both here. For the most part. STAGE 2. body. but also to what level you can trust the answers you are . Additionally. there are a number of natural examples (such as single case studies) that have been written about descriptively in the literature of community psychology or public health that may be relevant to your work. aimed primarily at researchers and the academic community.GATHERING AND COLLECTING FACTS Information gathering refers to gathering information about the issue you’re facing and the ways other organizations and communities have addressed it. and ending. trends. or those who can steer you to them. and statistical and demographic information published by various research organizations and government agencies.” examples of actual programs and interventions that have addressed the issue. and then go into more detail about them later in the section. the more likely you are to be able to devise an effective program or intervention of your own. mass-market sources. and why.  Existing sources. Put ideas in sub-groups that will later develop into paragraphs.  Natural examples. There are obviously many sources of information. This term refers to published material of various kinds that might shed light either on the issue or on attempts to deal with it. patterns. The more information you have about the issue itself and the ways it has been approached. that can be found within it. STAGE 3. written in a popular style and aimed at the general public. etc. Studying them can tell you what worked for them and what didn’t. and they vary depending on what you’re looking for. they can provide nutsand-bolts ideas about how to (or how not to) conduct a successful program or intervention. These are programs or interventions developed and tried in communities that have addressed your issue.

add more details. How can you start this process? Read your work as if you were a member of the target audience. You might want to ask yourself the following questions: What information do they need to make an informed decision? How much knowledge do they already have about the topic? What action would I like them to take after reading the information? • Your sentences should adhere to proper word order rules. conditional sentences. numbering. The timing of analysis can be looked at in at least two ways: One is that it is best to analyze your information when you have collected all of it. you may need to reorder paragraphs. • Use a variety of language constructions to make your writing more precise and educated (comparative structures. • Use a variety of punctuation marks accurately and consult a style guide when hesitating between a comma. you are ready to write. and to adjust your program to respond to the information you are getting. Before you begin writing. to help draw some conclusions from the data. perfect. Use a variety of verb tenses correctly and appropriately (simple. If you’re more concerned with a summative e STAGE 4. STAGE 5. delete sentences.) • Use a dictionary or spell checker when not sure about spelling. It is the time to change things if necessary. It may mean comparing your information to that from other groups (a control or comparison group. or semi-colon. Which of these approaches you take depends on your research purposes. not too much of the passive voice etc. colon. • Be careful with subject-verb agreement issues. progressive. or in order to better understand the overall situation. so you can look at it as a whole. and abbreviations. The revising stage requires critical analysis of your work. or replace some words with others.). Does the message resonate with you? Does it give you enough information? Does it persuade you to take action? Does it convey an understanding of who you are or what you need? To help with the revising process. etc. For instance. you will be able to adjust your thinking about what information you actually need. relative clauses. • Edit for text mechanics: capitalization. The point. each containing a subject and a predicate. statewide figures. ask yourself of the following questions: . The other is that if you analyze it as you go along. and perfect-progressive tenses).getting.WRITING THE MESSAGE With your strategy in place. italics. in terms of your evaluation.REVISING YOUR WORK It is now time to revise. creating a mental image of your target audience and writing the information as if you were having a conversation with them. Reread your text again for problematic homonyms (there their they’re). is to get an accurate assessment in order to better understand your work and its effects on those you are concerned with.

If you do not write frequently or if writing is not your best skill. one trick is to set the material aside for at least a day (more if possible). researching the topic. The goal of this creative process is to develop written communication that informs. and punctuation. would I read this? (Credibility) It may also be helpful to ask someone else to read your material as others can sometimes see flaws that we cannot see. grace. and accurate. effective writing produces written communication that gets the desired result. ask someone else to edit your material. we wrote it and have probably read it at least a few times. but we still cannot see them. But in the end you will be able to communicate in writing with style. it will take practice to become an effective business writer. good grammar. Then you can re-read it with a fresh eye and clear mind. enlightens. It is active. there is a less time consuming method. solid. Concise writing is clear and to the point. If possible.” Developing business-writing skills takes time and practice. and expertise. It involves “reading the paragraphs in reverse order. Solid writing is well organized and credible. Writing is a process. If your time is limited. persuades. So how can we catch those little mistakes? You know.” “Reading your work from finish to start may disrupt the flow of your words enough for you to catch some errors. Accurate writing has consistency. Do the major pieces of the text belong? (Conciseness)  Is the text in the most effective order? (Clarity)  Do my sentences and paragraphs add anything of value to my message? (Conciseness)  Are there any words and phrases that can be removed? (Clarity)  Am I using long words when shorter ones will express the same thought just as well? (Credibility)  Does what I have written make sense? (Clarity/Credibility)  If I were a member of the target audience. entertains. or inspires. Add polish to the piece with editing. and appropriate punctuation. comforts. grammar. After all. and conducting a final edit. writing a first draft. the ones that are glaring at us. It involves developing concepts. . If you cannot recruit an editor. Regardless of the purpose or intended audience. It can be difficult for us to edit our own material for consistency. Active writing flows well and touches the reader in some important way. revising the draft. concise. outlining the material. spelling.