how to prepare effective business message

What is effective message or communication?

When you communicate to someone or group of people of even organization, if you achieved the purposes you have been communicated, this is said to be effective message or communication.
Whether you are going to prepare a written or an oral business massage, to be effective you need to plan, organize, draft, revise, and proofread.

To communicate effectively, you need to keep in mind the following steps before you prepare your message.

First Step.

Identify your purpose
Your first step should be identifying the specific purpose you are going to communicate. Is your message mainly informational, such as announcing, persuasive or negotiating with other parts?

Step two.

Analyse your Audience

See your message from your receiver’s point of view: their needs, interest, attitudes, and even their culture. Becoming knowledgeable the attitude, value, educational level, and personal status to audience you are communication will help you to transform your ideas accordingly.

Step three:

Choose your ideas

The ideas you include depend on the type of massage you are sending, the situation, and cultural context. The ideas you include depend on the type of message you are transforming, for example persuading your customers to buy new product, you may explain your product and benefits it has for them in the message.

Step four.

Collect your Data

After you have decided what ideas to include, you must determine whether you need specific facts, figures, or other forms of evidence to support your ideas. In the example above step three you may need to include your message, brochures, tables, pictures, or product sample.

Types of data:
Primary data
Secondary data

Sources of data:
Files
Internet
Books
Magazines

Step five.

Organize your message.

Rambling messages often seem careless, confusing and unimportant. Organizing your message involves two approaches, direct approach and indirect approach.

Direct approach (Deductive)

Example

Good- News Plan
1.Best news or main idea
2.Explanation
3.Positive, friendly close

Indirect (Inductive) Approach

Example
Persuasive Request Plan
1.Attention
2.Interest
3.Desire
4.Action

Publisher: sulaiman isse

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