Effective Business Messages

The process through which business messages are effectively prepared that have the potential to create desired results from the receiver is called the process of preparing effective business messages. Both oral and written business messages can utilize this useful process which includes five planning steps. While preparing an effective business message, the 7 Cs should also be considered.

Steps For Writing Effective Business Messages

The process of preparing effective business messages includes the five planning steps which are as follows.

1. Defining the purpose of the message
2. Analysis of the audience
3. Selection of the ideas
4. Collection of all the facts related to these ideas
5. Outlining & organizing the message

These steps are discussed one by one in detail here below.

Defining the Purpose of the Message

The first step in preparing an effective business message is to specify the purpose of the message. The purpose may be either general or specific in nature. In the case of the general nature of purpose, the main focus is to make collaboration or provide information to the audience. Moreover in the general nature of the purpose of the message, the control over the message and participation of the audience is also limited. On the other hand, in the case of the specific nature of the purpose of the 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 – Effective Business Messages

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 is 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 these five planning steps.

• The understanding level of the receiver of the message
• The relationship of the presenter of the message with the receiver and the expected reaction of the receiver
• Also the size and composition of the audience (receivers)

Selection of the Ideas – Effective Business Messages

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 a letter then the main points are mentioned on some pad, which is then discussed to be shaped as ideas of the message. When a complex or unsolicited message is prepared, the ideas are listed as they come to mind. After that, the facts that are more important are converted into messages. Following are some helpful tasks that can make this step convenient.

• The documents of the organization should be considered
• Input is a search from the audience
• The viewpoints of the 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 an effective business message starts 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 the organization, and the policies & procedures knowledge are essential. Moreover, product samples, table pictures, or brochures are also supportive material in preparing effective business messages. The following points are helpful in the collection of relevant facts for the highlighted ideas.

• The acquired information should be accurate whereas the collected information should be ethical
• The collected information must be relevant to the main ideas and proper channel should also be identified

Outlining and Organizing the Message

The last step of the five planning steps is outlining & organizing the message in which the actual message begins in a proper way. The order of the main ideas of the message is a 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 messages. 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 to 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 in the composed message.

• Editing and Proofreading the Message

The revised message is further edited by critically examining the whole message so that certain mistakes in grammar, punctuation, & spelling are covered. Finally, proofreading is made to verify the finalized message that it is completely free from all kinds of mistakes and it has become effective enough to convey the best thing for the generation of desired results from the receiver of the message.