Process or preparing effective b.m

Mubeen Mustafa
Maryam Akhtar
Rubab Zara
Sana Iram
Sidra Fatima
2
Kazma Nazim

LayOut:
• 1. Five Planning Steps
• *Identify Your Purpose.
• *Analyze Your Audience.
• *choose Your Ideas.
• *Collect Yours Data.
• *Organize Your Message.
• 2.Basic Organizational Plans
• *Direct (deductive) Approach.
• *Indirect (Inductive) APProach.
4

Layout
• 3.Beginnings And Endings
• *Opening Paragraphs.
• *Closing Paragraphs.
• 4.Composing The Message
• *Drafting Yours Messages
• *Revising Yours Message
• *Editing And Proofreading Your Message
• 4.Summary.
5

The Process of Preparing Effective
Business Message
Why preparing for effective business message?
 Whether we are preparing a written or an oral
business message, to be effective we need to
plan, organize, draft, revise, edit, and
proofread.
 the seven C qualities and awareness of legal and
ethical aspects as well is Necessary.
 Even with the most advanced office technology,
the need for careful preparation of either
written or oral messages demands efforts
6

Organize your Message
Collects Your Data
Choose Your Ideas
Analyze The Audience
Identify Your Purpose
Five Planning Steps
The Process of Preparing Effective
Business Message
7

Five Planning Steps
Step 1: Identify Your Purpose
The reason of writing a message
could be:
 Mainly informational (announcement) etc.
 Persuasive, (promotion of product), etc.
 Negotiating, {deals, agreement}
 Creating goodwill, (Narrate Good Bout
You)
8

Five Planning Steps
Step 2: Analyze Your Audience
While preparing a message the care must be taken for the following
aspects:
 Member of a group, such as business or professional person; laborer,
colleague, or subordinate; woman or man.
 New or long time customer; young, middle-aged, or elderly.
 Receivers educational level, attitudes and probable values (often culture-
specific)
9

Five Planning Steps
Step 3: Chose Your Idea
With the purpose and receiver in mind, the next step is to choose
the idea for message.
The idea of writing a message depends on the background,
situation, cultural context and location of the receiver (national
or international)
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Five Planning Steps
Step 4: Collect Your Data
Data Should be.
Logical,
Reality Based
Researched Based
 Company’s policies, procedures, and
product detail if needed to support the main
idea.
 Enclose, if needed, a brochure, table,
picture, or product sample.
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Step 5: Organize Your Message
 idea is presented is as important as the ideas
themselves.
 Disorganized, rambling messages often seem
careless, confusing, and unimportant.
 Different approaches of organizing the business
messages are necessary for different cultures.
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Basic Organizational Plans.
What is Organizational Plan?
Direct (Deductive) Approach:
Use the direct approach when the audience is receptive of
your message. (Good News Messages)
Indirect (Inductive) Approach:
When you expect resistance to your message, choose the
indirect approach, (bad-news message or a persuasive
request).
13

For writing letters and memos, one of four
basic organizational plans can be selected
according to the situation:
1. The direct request (Deductive Approach)
2. Good news (Deductive Approach)
3. Bad-news (Inductive Approach)
4. Persuasive request plan (Inductive Approach)
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Direct (Deductive) Organizational Plan
Direct Request Plan:
This type of plan is used when the main purpose of message is to
make a request .
1. Main Idea
a) Request, main statement, assertion, recommendation,
question
b) Reason, if desirable
2. Explanation
a) All necessary and desirable detail and data
b) Numbered questions, if helpful
c) Easy reading
3. Courteous Close
a) Clear Statement of action desired
c) Appreciation and goodwill
15

Direct (Deductive) Organizational Plan
Good News Plan:
This type of plan is used when the main purpose of message
announce favorable or neutral information, and exchange
routine information within or
between companies.
1. Best News or Main Idea
2. Explanation
a) All necessary and desirable detail and data
b) Educational material
c) Sales promotional material
3. Positive, Friendly Close, Including, if appropriate:
16

Indirect (Inductive) Organizational Plan
Bad-News Plan:
This type of plan is one of the most difficult to prepare
because your reader
may react negatively.
1. Buffer (Pleasant or Neutral
Statements, reader-oriented)
2. Explanation
Necessary data, tactfully stated
Readers benefit reasons
17

Indirect (Inductive) Organizational Plan
• Persuasive Request Plan:
1. Attention
a) Reader benefit
b) Reader-interest theme
2. Interest
a) Descriptive details and data
b) Psychological appeal
c) Reader benefit
3. Desire
a) Statement of request
b) Supporting data to help create reader’s
desire or request
4. Action
a) Clear statement of action
b) Easy action, dated when desirable
c) Special inducement
e) Reader benefit and goodwill
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The Beginning and Ending of Business Message
The most important part of Business Message is its opening
and closing paragraphs.
Why ?
 Because “First Impression is the last impression”
 “We remember best what we read last”
The trick is:
 Whenever possible, place the main favorable ideas at the
beginning and ending of a message. This advice is also
applies to the paragraph.
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Opening Paragraph
• The opening of message determines whether
the reader continues reading, puts the
message aside, or discard it. The rules of
good opening paragraphs are:
1. Choose an opening appropriate for the
message purpose and for the reader.
a) Main Idea or good-news first for direct-request,
neutral, and good news messages
b) Buffer first for bad news messages.
c) Attention-getting statements
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Opening Paragraph (Contd.)
2. Make the opening considerate, courteous,
concise, clear.
a) Get reader into opening.
b) Keep first paragraph relatively short
c) Focus on positive
d) Use courteous, conversational language
e) Avoid repetition
3. Check for completeness regarding:
a) Sentence structure
b) Date of letter you are answering
21

Closing Paragraph
• The closing is more likely to motivate the
reader to act as requested if it is appropriately
strong, clear, and polite.
• Here you have the opportunity to bring the
final focus on the desired action and
leave a sense of goodwill with the
reader.
22

Closing Paragraph (Contd.)
1. Make your action request clear and complete with the five W’s
and the H (how) if you want your reader to do something.
2. End with a positive, courteous thought.
a) Include any apologies and negative before the last
paragraph
b) Be friendly
c) Show appreciation
d) Occasionally add a personal note
3. Keep the last paragraph concise and correct
a) Avoid trite expressions
b) Omit discussion of trivial details
c) Use relatively short and complete sentences
23

Composing the Message (End of
Planning Stage)
•Drafting Your Message:When
you have completed the five planning steps and
considered the opening and closing, you are ready
for your first draft.
• The important thing in preparing a draft message is
to get the most important information in your
message on the paper.
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Revising the message
• After finishing the first draft of the
message, it is important to evaluate its
content, organization, and style. The
following are the suggestions for revising:
 Does your message accomplish its purpose?
 Have you chosen the most effective organizational
plan?
 Are your points supports the adequate material?
 Is your language complete, concise, considerate,
concrete, clear, courteous, and correct?
 Have you used variety in sentence structure?
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Editing & Proofreading Your Message
• Editing and proofreading are important
to ensure that your documents have no
mistakes in grammar, spelling,
punctuation, or word choice.
• Persons writing in a second language will
find it helpful to read their written
material aloud.
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summary:
• Five Planning steps are basic to effective writing.
• Western Countries prefer the direct approach
• Other countries i.e South America ,Asia OR the
Middle East prefers to indirect approach.
• Certainly opening and closing paraghraphs are
singularly important.
• Opening statement attempts to gain readers
attention.
• Ending statement provides action or precise steps to
take.
• Revising and editing are central to good writing.
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Process or preparing effective b.m

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