Chapter 4, 5, 6 & 13 Business Messages Universitas Ciputra Business Communication: Pocess & Product, 8e Guffey & Loewy Business Communication Short Semester 2016 International Business Management

Business Writing Goals Workplace writing should be: Purposeful Economical Audience Oriented

Types of Business Writing Customers, suppliers, colleagues Negative / Positive / Persuasive Messages Introduction, Inquiry, Quotation, Sales Contract, Purchase Order, Invoice Correspondence Formal Informal Reports Business Plan Project Plan Proposal

Introducing the 3-x-3 Writing Process 1. Prewriting/ organizing Analyze audience and purpose Anticipate audience and its reaction to message Adapt message to audience (i.e. language, channel) 2. Drafting Research background, collect information Organize information Draft first version 3. Revising Edit clarity, conciseness, tone and readability Proofread spelling, grammar. Punctuation, format Evaluate whether the message will accomplish its goal

Anticipating & Profiling the Audience Primary Audience Who is my primary reader or listener? Personal and professional relationship? What position is held in organization? How much is known about the topic? Person’s education, beliefs, culture, attitude? Will reaction be neutral, positive, or negative?

Anticipating & Profiling the Audience Secondary Audience How is secondary audience different from primary? Supply more background information? Reshape message for secondary audience?

Remember that receivers will be thinking… WIIFM (what ‘s in it for me?)

Introducing the 3-x-3 Writing Process 1. Prewriting/ organizing Analyze audience and purpose Anticipate audience and its reaction to message Adapt message to audience (i.e. language, channel) 2. Drafting Research background, collect information Organize information Draft first version 3. Revising Edit clarity, conciseness, tone and readability Proofread spelling, grammar. Punctuation, format Evaluate whether the message will accomplish its goal

Grouping Ideas to Show Relationship Group similar ideas Organize into lists or outlines Define the main topic (purpose of message) in the title Divide the main topic into 3 to 5 major components Break major component into exclusive subpoints (no overlapping) Use details, illustrations, and evidence in subpoints

Drafting Effective Paragraphs Direct plan. Main sentence followed by supporting sentences (best for defining, classifying, illustrating, and describing ideas) Pivoting plan. Limiting sentences, main sentence, supporting sentences (for comparing and contrasting) Indirect plan. Supporting sentences, main sentences (for describing causes followed by effects)

Introducing the 3-x-3 Writing Process 1. Prewriting/ organizing Analyze audience and purpose Anticipate audience and its reaction to message Adapt message to audience (i.e. language, channel) 2. Drafting Research background, collect information Organize information Draft first version 3. Revising Edit clarity, conciseness, tone and readability Proofread spelling, grammar. Punctuation, format Evaluate whether the message will accomplish its goal

Enhancing Readability Through Document Design Add headings to enhance comprehension Types of headings to consider: Main headings Subheadings Category headings

Proofreading to Catch Mistakes What to watch for in proofreading Spelling Grammar Punctuation Names and numbers format

Task Try the following for a message limited to 165 characters Introducing your self / your business Include only main ideas Choose descriptive but short words Personalize whenever possible Email to: meidiahna@ciputra.ac.id by today

1. Proposals Importance: Proposals can mean life or death for an organization Definition: A proposal is a written offer to solve problems, provide or sell something Kinds: Internal proposal are often justification and recommendation reports, usually informal External proposals usually respond to Request for Proposal (RFPs), usually formal

Components of Informal & Formal Proposals Informal Proposals Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Formal Proposals Copy of RFP (optional) Abstract or summary Title page List of figures Introduction Background, problem, purpose Proposal, plan, schedule Staffing Budget Authorization Appendix(es)

2. Business Plans Definition: A business plan is a description of a proposed company and how it expects to achieve its marketing, financial, and operational goals.

Components of Typical Business Plan Letter of transmittal Mission statement Executive summary Table of contents and company description Product or service description Market analysis Operations and management Financial analysis Appendix (es)

Your Business Plan[1] Ringkasan Eksekutif Profil perusahaam Data nama perusahaan, logo dan filosofi, visi & misi, bidang usaha, alamat, email, website (apabila ada), bank perusahaan, tanggal berdiri. b) Jajarang Direksi name, tanggal lahir, alamat, telp, email, pendidikan, foto diri Struktur Organisasi bagan organisasi, tugas dan tanggung jawab, spesifikasi (job specification)

Your Business Plan[2] 3. Analisis Pasar Deskripsi Usaha, laporan hasil survei, peluang industri 4. Pemasaran dan Penjualan Produk/Jasa yang dihasilkan, Gambaran Pasar, Analisis Pesaing Analisi kondisi perusahaan (Analisa SWOT) STP

Your Business Plan[3] f) Trend perkembangan pasar Proyeksi jumlah nilai penjualan, Grafik Proyeksi g) Strategi Pemasaran Produk (keunikan) Harga (harga pesaing, penetapan harga) Promosi Distribusi 5. Analisis produksi Deskripsi Skema proses produksi (penjelasan bagan)

Your Business Plan[4] 6. Analisis SDM 7. Teknologi 8. Analisis Dampak Kebutuhan tenaga kerja (deskripsi pekerjaan & jumlah) Kompetensi 7. Teknologi Peralatan dan sistem; Rencana pemanfaatan IT 8. Analisis Dampak Dampak terhadap lingkungan dan masyarakat 9. Analisis Legal 10. Laporan Keuangan (Investasi, Laba Rugi, BEP, Perubahan modal, arus kas, laporan posisi keuangan) 11. Lampiran

3. Formal Business Reports Definition: A formal report is a document in which a writer analyzes findings, draws conclusions, and makes recommendations intended to solve problem Formal reports do not make an offer or respond to an RFP

Components of Informal and Formal Reports INFORMAL PROPOSALS Introduction Body Conclusions Recommendations (if requested) Budget Authorization FORMAL PROPOSALS Cover Title page Letter of transmittal Table of contents List of figures Executive summary Introduction Body Conclusions Recommendations (if requested) Appendix (es) References

Things to be noted Reader first impression toward your report / business proposal is important Good document appearance shows your seriousness

Final Exam Business Plan / Business Proposal Presentation