The process through which business messages are effectively prepared that have the potential to create desired results from the receiver is called process of preparing effective business messages. Both oral & written business messages can utilize this useful process which includes five planning steps. While preparing effective business message, the 7 Cs should also be considered.
Steps For Writing Business Messages
The process of preparing effective business messages includes the five planning steps which are as follow.
- Defining of the purpose of the message
- Analysis of the audience
- Selection of the ideas
- Collection of all the facts related to these ideas
- Outlining & organizing of the message
These steps are discussed one by one in detail here below.
- Defining of the Purpose of Message
The first step in preparing effective business message is to specify the purpose of the message. The purpose may be either general or specific in nature. In case of general nature of purpose the main focus is to make collaboration or provide information to the audience. Moreover in general nature of purpose of message, the control over message and participation of the audience is also limited. On the other hand in case of specific nature of the purpose of message, the presenter of the message should already know about the target of the message and how the audience perceived the message. The message in this specific case must be realistic and timely presented to the right audience.
- Analysis of the Audience
This step is an important step in the process of preparing effective business messages in such a way that the analysis of the views & interests of the receiver or audience is made properly. The receiver of the message is imagined with a complete picture regarding his personality, attitude, educational level etc. In many cases the receiver of the message are more than one in number. So in such a case the common characteristics of the group of recipients should be considered. Following are some of the important aspects that should be considered in this step of five planning steps.
- The understanding level of the receiver of message
- The relationship of presenter of message with the receiver
- The expected reaction of the receiver
- The size & composition of the audience (receivers)
- Selection of the Ideas
In the third step of five planning steps, the main ideas are highlighted that will be included in the final message. If the message is in the form of letter than the main points are mentioned on some pad, which are than discussed to be shaped as ideas of the message. When complex or unsolicited message is prepared, the ideas are listed as they come in the mind. After that the facts that are more important are converted into message. Following are some helpful tasks that can make this step convenient.
- The documents of the organization should be considered
- Input is search from audience
- The viewpoints of receiver of the message are considered
- Make conversation with customers & colleagues etc
- Collection of All the Facts related to Selected Ideas
When the main ideas of the message are concluded, the next step of the preparation of effective business message stats in which the relevant material regarding the selected ideas is collected. For this purpose the updated figures, certain facts or quotations are identified that can be helpful to support the selected main ideas of the message. For effective communication, the details of the product of organization, the policies & procedures knowledge is essential. Moreover product sample, table picture or brochure is also supportive material in preparing effective business message. Following points are helpful in collection of relevant facts for the highlighted ideas.
- The acquired information should be accurate
- The collected information should be ethical
- The collected information must be relevant to the main ideas
- The proper channel should also be identified
- Outlining & Organizing of the Message
The last step of the five planning steps is outlining & organizing of the message in which the actual message begins in a proper way. The order of the main ideas of the message is very important part as it reflects the logical, organized & carefully prepared message that puts favorable effects on its receiver. If the message is not properly organized then the desired results cannot be acquired from the receivers through illogical & poor message. The organizational plan is also ascertained in this step that should be applied in the message.
- Composing the Message
After going through five planning steps, the business message is composed in which the message is drafted. In drafting the message, the most important information is mentioned together with the main ideas & supportive facts & figures. Proper words are used with a suitable style.
- Revising the Message
In this step, the necessary information is added in the composed message while the unnecessary one is removed to make the message more effective. The organizational approach & seven C’s are also checked. The sentence structure is revised to eliminate the mistakes of the composed message.
- Editing & Proof Reading the Message
The revised message is further edited by critically examining the whole message so that certain mistakes of grammar, punctuation, & spelling are covered. Finally proof reading is made to verify the finalized message that it is completely free from all kinds of mistakes and it has become effective enough to generate convey the best thing for the generation of desired results from the receiver of the message.