1. PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGE AFSHAN BHATTI HUMMA NARGIS ALEEM Group#04 06/10/2013 Teacher: SIR ZAFAR ALI Presented to Sir Zafar Ali as a partial fulfillment for the Course Business Communication Management.

2. Scheme of Presentation Five Planning Steps Basic Organizational Plans The Writing Process 2 THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES

3. Five Planning Steps

4. THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 4 Identify Your Purpose Analyze Your Audience Choose Your Idea Collect Data To Support Your Ideas Organize Your Message

5. 1.IDENTIFY YOUR PURPOSE Determine Specific purpose To inform someone To announce some thing To persuade some one To negotiate some thing To refuse something THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 5

6. 2.ANALYSE YOUR AUDIENCE See your message from your receiver point of view THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 6

7. 3.CHOSSE YOUR IDEA IDEA DEPEND ON Type of message you are sending Situation Cultural context THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 7

8. 4.COLLECT DATA TO SUPPORT YOUR IDEAS You need specific facts, figures, quotations Be sure to collect enough data Check name, date, address, statistics Sometime enclose a brochure, table, pictures, product sample THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 8

9. 5.ORGANIZE YOUR MESSAGE Before you start writing you must outline the major contents that should be used in the message, the best organization method is you should use first, Introduction Body Conclusion Use sensitive language avoiding gender, race, age, and disability biases (office workers, not office girls). Use familiar words (salary, not remuneration). Use precise, vigorous words (fax me, not contact me). THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 9

10. Use Bias-Free Language THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES Improved attorney server working hours Worker Gender-Biased female attorney waitress man hours Workman 10

11. USE SIMPLE FAMILIAR LANGUAGES Unfamiliar We need to effectuate improvement of our manuals to better elucidate our training goals. Familiar We need to improve our manuals to clarify our training goals Hidden Negative Meanings You are wrong.... (I am right.) Your delay.... (You are at fault.) THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 11

12. Basic Organizational Plan

13. BASIC ORGANIZATION PLAN Direct – Deductive ApproachIndirect – Inductive Approach Main idea Explanation Courteous close Buffer Explanation Decision Positive friendly close 13

14. Audience Response Determines Pattern of Organization If pleasedIf neutral DIRECT PATTERN Good News or Main Idea If mildly interested THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 14

15. If unwilling or uninterested If hostile INDIRECT PATTERN If displeased or disappointed Bad News or Main Idea THE PROCESS OF PREPARING EFFECTIVE BUSSINESS MESSAGES 15 Audience Response Determines Pattern of Organization

16. The Writing Process

17. Why is it so Hard to write? 17

18. The Writing Process Steps in writing 18

19. Pre-Writing Before Writing Topic Brainstorm / Think – ( Generate Ideas for the topic ) Focus on Central Idea Topic Idea3 Idea2 Idea1 Central Idea Idea4 Idea5 19

20. Planning & Organizing List interesting words about the topic using a tree map Onomatopoeia (words related to) Similes / Metaphors Phrases Verbs Senses:  See  Smell  Touch  Taste  Hear Topic/ Central Idea 20

21. Planning & Organizing contd.. Main Idea1. Major Point A. Evidence B. Evidence 2. Major Point A. Evidence B. Evidence 3. Major Point A. Evidence B. Evidence Add 3 major points about the topic and then add details to each. Central Idea 1. Major Point 2. Major Point 3. Major Point Details 21

22. Planning & Organizing contd.. Making an Outline will help you organize what you want to write. Opening Paragraph Wonder Statement MAIN IDEA 1 MAIN IDEA 2 MAIN IDEA 3 Closing Paragraph Call for an Action Personal Thought Feeling Lesson Learned 22

23. Writing First Draft Goal: To develop & support ideas listed in our outline. First Paragraph: ▫Introduction ▫Thesis / Wonder statement Second / Third / Forth Paragraph: ▫Topic Sentence ▫Details with examples Fifth Paragraph: ▫Conclusion 23

24. Revision Editing 24 Revision & Editing Re-read your paper for improvement. Try to “re-see” your ideas from another perspective.

25. Bring it all together as you write your final copy! The reader should be able to read it fluently without having to stop and figure out your writing and spelling. work in your good ideas Final Draft read your draft and check for: CAPITAL LETTERS punctuation. ! ? spelling word choice 25