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

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

3. 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

4. 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

5. 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?

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

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

8. 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

9. 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

10. 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)

11. 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

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

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

14. 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
to: by today

15. 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

16. 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)

17. 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.

18. 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)

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

20. 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

21. 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)

22. 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

23. 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

24. 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

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

26. Final Exam
Business Plan / Business Proposal
Presentation