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Characteristics of effective Business Messages
Characteristics of effective Business Messages
Provide Practical Information
Describe how to do something Explain why a procedure was changed Highlight the cause of a problem or suggest a possible solution ‡ Give Facts rather than Impressions Use concrete language and specific details. Information must be clear, convincing and ethical
Clarify and condense information.
Business messages frequently use table charts, photos, diagrams etc to explain a process.
State precise responsibilities
Business messages must be directed to a specific audience.
Persuade others and provide recommendations
Strategies that bring a favored response
Use Strong words Use familiar words Use concrete Language Avoid clichés Avoid Redundancies Use Jargon Carefully Prefer active voice Avoid camouflaged verbs
The You View Point Positive Language
Effective communication does much more than convey information. It establishes a good relationship with the reader, a relationship which is based on respect and courtesy.
So In a good relationship use the You Attitude This is best implemented by expressing your message in terms of the reader’s interests
and needs.
Use you and yours instead of I and Me and mine, we, us, and ours.
The You attitude makes the message sound as if it is written to the, not sent by the author. A message prepared for the reader conveys sincerity, personalization, warmth, and involvement on the part of the author.
Talk about the reader not about yourself Refer to the reader’s request or order specifically.
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Characteristics of effective Business Messages
Don’t talk about feelings, except to congratulate or offer sympathy. In positive situations, use ³you´ more often than I. Use ³we´ when it includes the reader. Avoid you in negative sentences. Problems arise because of faults in words, phrases, sentences, and paragraphs. Use Strong words
Examples Wealthy business person Tycoon Business Prosperity BoomFall Plummet
Familiar words: words familiar to your reader’s frame of reference.
Unfamiliar Familiar
Ascertain find out,
Peruse learn study read
Concrete words
In general abstract words have a greater number of meanings, most of them somewhat vague. Concrete words give a mental picture.
Abstract Concrete
Sizable loss 34% percent loss
Near future on Wednesday
Work-saving machine performs the work of 5 people
Active words.
Verbs are the strongest words, and they are at their strongest when they are active rather than passive.. The active voice strengthens and shortens sentences.
Passive
The new procedure is thought to be superior by the president. The office will be cleaned by the janitor
Prefer Active Voice
The president thinks that the new procedure is superior. The Janitor will clean the office. Your writing style becomes your body language.
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