As planning is highly valuable in any successful venture of one’s life, it is equally an essential feature of ineffective message designing for business people. A written message that is not planned never gets the desired result rather causes miscommunication and brings loss many times for a business organization.
In view of advanced office technologies, the need for careful planning for writing messages under principles of Effective communication has enhanced. As companies are expanding globally more than locally, it is generally considered essential to prepare the business message thoroughly.
Five Principles Of Effective Communication
| Parts of Process | Questions to Ask Yourself |
|---|---|
| Identify your purpose | Why are you writing? |
| Analyze your audience | Who are the people? |
| Choose your ideas | How to Tell? |
| Collect data to support your ideas | What to Tell? |
| Organize your message | Adjust the Message |
Identify Your Purpose (Or) Determine The Objectives
The first principle of effective communication in an organization is to know the reason behind it. Unless a message has a clear purpose, it cannot elicit the required response. Think, if you are not clear about what are you conveying then communication can be successful for you. A company’s written communication influence the public image of the company.
The objective must be determined in the writer’s mind if it is to be successfully conveyed to the mind of the readers. Whether your message is informational or persuasive as sales letter or you seeking an overt response or conversion one, the things must not be vague to follow for the readers.
Analyze Your Audience
The more as a writer you know about your readers, the more you will be able to frame your message to get desired response. As a business executive, you communicate with people of different cultures and countries, you must try to have maximum knowledge of your reader’s qualities. The characteristics of the readers or audience that we should try to analyze before designing a message may be the following:
Audience Expertise
How much do the various receivers know about the topic? When written and readers possess the same degree of expertise, problems in achieving understanding would be minimum. However, as a writer, we should try to judge the professional expertise of the readers for successful communication in business life.
Hierarchical Position
is your message being directed at a subordinate or superior level? If a subordinate, that person will have little choice about accepting the message. If a superior, how re-mailers superior with you and your work? We should be sensible enough to know and feel the situation while framing the message.
Audience Age
You should aware of the maturity level of your audience if you wish to make your message interesting for your receivers. Some topics are meaningful and inspiring for young people but not for aged professionals, hence we should consider the age factor.
Educational Level
Effective communicators always know about the educational level of their receivers. The writer or speaker who is easily understood is most likely to get a quick response. Designing your message using the 7 C’s of communication will add more value to your message.
Occupation
language and occupation influence each other. That’s why the knowledge of the occupation of the receiver will help you to convey your message to them. As long as you limit the use of jargon to the receiver that shares their occupation, the process will be useful for all concerned.
Moreover, we must know the communication principles of the country of the receiver to whom we are writing.
Choose your ideas
Always concentrate on making as many ideas as possible on the subject you are writing, only then you can edit and select the most important ideas based on objectives and audience. Generally, ideas depend on the type of message and receivers. For example, the Director of Human Resources asked Pam MacDonald to report on whether their bank should become involved in providing daycare for the children of employees.
She generated the following ideas:
- Effect on maternity leaves
- Recruitment
- Turnover
- Development of children
- Morale
- Productivity
Collect your data to support your ideas
You must collect sufficient data to explain and support your major ideas. All the necessary materials including facts and figures, the specific company’s policy and procedure, names, dates, broachers, and sometimes product samples should be part of your data collection. Insufficient data may not bring the desired response from the receiver due to a lack of understanding of your message from the real perspective
Organize your Message
The order and organization of ideas are as important as the ideas themselves. Scattered and disorganized materials may be more complex to follow for the receivers, becoming a cause of confusion and embarrassment for the readers. However, drafting a message is a different job in different cultures. Overall, the organization of the message will give the final perception of the sender’s mental filter and caliber to readers. It will definitely influence the company’s credibility with the public.
Lisa is a passionate travelers. She spends 3 months every year visiting different places worldwide. She has visited almost every famous place in the world. She herself is an affiliate blogger
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