How To Make A Business Letter Media

Essay add: 28-03-2016, 16:41   /   Views: 29

The first step is to analyzing the situation by defining the purpose and developing a profile of the audience to plan any message. Gather information that will meet your audience's needs, once we're sure what we need to accomplish with our message. To deliver the message the right medium such as oral, written, visual, or electronic should be selected. By defining our main idea, selecting a direct or an indirect approach, limiting the scope and outlining the context we are ready to organize the information with these three factors in place.

Step 2: Writing business messages:

We adopt the messages to the audience once we've planned. As a manager of this company to deliver the message in a sensitive way to the audiences needs being polite, by adopting the "you" attitude, emphasizing the positive, and using bias-free language. By projecting the Company's image and by establishing the credibility we have to build strong relationships with the audience. We must have control the style by using a conversational tone, plain English and the correct voice. By creating effective sentences, developing Co-herent paragraphs and by choosing strong words and then we are ready to compose the message.

Step 3: Completing Business messages:

With the correct grammar, proper punctuation, and effective format it is necessary to revise the message by evaluating the context, reviewing readability, and then editing and rewriting until the message comes across concisely and clearly after writing the first draft. And then produce the message. For an attractive, professional appearance it is important to put the message into the form that the audience will receive, and review all design and layout decisions. The final draft should be typed properly and should check the spelling errors and other mechanical problems. Using the best combination of personal and technological tools the final should be distributed.

Distinguishing Ethical Dilemmas from Ethical Lapses:

Every company has responsibilities its stakeholders, and those various groups often have competing interests. An ethical dilemma involves choosing between alternatives that aren't clear cut. Possibly the alternatives can be positioned somewhere in the gray area between clearly right and clearly wrong. Two conflicting alternatives may be both ethical and valid. As an example: In the given case study the COO of the X company was asked by the board of Directors to announce to the employees that the entire customer support team and IT department would be relocated in a new country. The company is doing well, but in order to keep its competitive edge has decided to reduce their operations costs. And suppose the COO of the company decided to cut down the employees to reduce the operations cost and has given two months to make the tough decision. Here is the dilemma. Does the COO tell the workforce now that many employees could lose the job in the near future? If the COO informs them now then they have plenty of time to find the new jobs and adjust their finances-clearly a good thing. On the other hand telling them now, very important employees worried about their future could leave, which could make sales down even more-clearly not a good thing. And the situation may be the company is making a good profit in the nest two months and the employees jump ship telling them now that he/she can avoid the layoffs? The COO of the company has pointlessly interrupted many careers and families rather than offering the job in the new location. This situation often has no clear answer.

Ensuring Ethical Communication:

Ethical individuals, Ethical company leadership and the appropriate policies and structures are the three requirement elements to support employee's efforts to make ethical choices. In addition, these three elements need to work in harmony. The employees might conclude that the guidelines are meaningless and emulate their bosses' unethical behaviour if they see company executives making unethical decisions and flowing company guidelines.

To establish clear guidelines Employers have a responsibility for ethical behaviour, including business communication. To help employees determine by using a written code of ethics many companies establish an explicit ethics policy what is acceptable. A code is often part of a larger program of employee training and communication channels that allow employees to ask questions and report instances of questionable ethics.

Many companies also conduct ethics audits to monitor ethical progress to ensure ongoing compliance with their codes of ethics and to point out any weaknesses that need to be addressed.

Ensuring Legal Communication:

Business communication is also bound by a wide variety of laws and regulations in addition to ethical guidelines as well as the following parts:

1. Promotional Communication:

In advertising marketing specialist need to be aware of the many laws that manage truth and accuracy. These laws deal with such issues as misleading or inaccurate labels on product packages, false and deceptive advertising and "bait and switch" tactics in which any retail company advertises a lower-price product to cure consumers into a store but then tries to sell them a more expensive item.

2. Employment communication:

A mixture of state, local and federal laws manage communication between employees and both potential and current employees. As an example: job description must write in a way that doesn't intentionally or unintentionally discriminate against women, minorities, or people with disabilities.

3. Contracts:

When one party makes a specified offer and the other party agree is a contract. Contract is legally binding promise between these two parties. Contracts are essential to almost every aspect of business, from property rental to product sales to credit cards and loans to professional service agreements.

Adapting to the Audience:

Audiences greet most incoming messages with a question: "What's in this for me?" whether consciously or not. As a intended audience member think a message don't meet their needs or do not apply to them, they won't be tending to pay attention to it. It is not a simple task to adopt the message. Some cases require us as a manager to conflicting or completing needs- as an example when delivering a bad news or trying to convince people to change their minds. It is very important to build a strong relationship, to be sensitive to the audience's need and to control the style to maintain a professional tone for the successful adaptation or the message to the audience.

Being sensitive to your Audience's Needs:

If it is possible to use all the right words even in single messages proposed only to share information and still found not be sensitive to audience and their needs then u have to adopt the "you" attitude. Either maintaining good standards of etiquette, emphasizing the positive and using bias-free language, managers can improve the audience understanding.

Using the "You" attitude:

By speaking and writing in phrase of the audience interests, wishes, hopes and preferences "You" attitude is the concept of audience centered communication. By replacing terms that refers to the managers and the company managers can adopt the "you" attitude with terms that refer to the audience. As a manager he/she have to use you and yours instead of me, me, mine, us, us and ours.

Maintaining standards of Eriquete:

It is a human nature to react emotionally and then pay less attention to the offending message when that happens and how it feels to be treated thoughtlessly. Managers have to show kindness for the audience and promote a more successful environment for communication by being polite to members of the audience. Managers have to attempt to respond in dull terms when he/she experience frustration with customers, co-workers, or other he/she deal with. on the other hand expressing the emotions can damage his/her reputation although it improves the situation at the same time. By communicating serenely and graciously and controlling the emotions, he/she have to demonstrate the diplomatic skills.

Emphasizing the positive:

Emphasizing the positive means communicate negative news without being negative. Managers may have encounter situations in which unpleasant news can significantly affect the personal and financial well-being of employees, customers and investors during the careers. As the managers rise through the ranks of management he/she have many occasions to communicate bad news many times. Manager put unnecessary strain of business relationship when the tone of the message is negative which can cause people to distance themselves from him/her and his/her ideas.

Using Bias-free language:

In some cases managers are frequently unaware of the influence of his/her own culture on his/her behaviour. Any bias present in your culture is likely to show up in your language, often is subtle ways that you may not even recognize. However, changes are that your audience will take place.hat

Bias-free language avoids words and phrases that unfairly and even unethically categorize or stigmatize people in ways related to gender, race, ethnicity, age or disability.

Delivering the bad news:

It is very important to determine whether it will be better to use the direct and indirect approach before organising the main points of a message. There is mainly three-step approach to process the negative messages.

1. Choosing the best approach:

There are two approaches to deliver the bad news- Direct approach and indirect approach. Direct approach takes place when you come right out and tell somebody bad news and indirect approach you try to ease your way into the conversation before delivering the bad news. Choosing between direct and indirect approaches you need to consider a variety of factors. Factors like if the bad news come as a shock to the employees then the indirect approach is suitable. If someone hasn't responded to repeated messages, the direct approach is suitable to get the employees attention. It does not make a difference whether you use the direct approach or indirect approach as long as you love the sight of your purpose and your audience. But still there should be an effective use of direct and indirect approach. While delivering a bad news you have to provide a reasons and additional information and have to continue with a clear statement of the bad news.

2. Adapting to your audience:

While delivering the bad news you have to focus on your audience and be as sensitive as possible to audience needs. Therefore you may need to adapt your message to the differences between internal and external audiences or to cultural differences.

Cultural Variations:

The way of delivering the messages to the employees can be different significantly from country to country. While communicating across the cultures you have to use the organisation tone, and other cultural conversation that the audience expects. Then only you can jeopardize your business relationship avoiding the offensive or in appropriate approaches. As an example: When delivering a bad news French business writer adopts a direct approach without reference to audience needs or benefits. These types of business letters are traditional, quite formal and writer oriented. They state the bad news clearly and often do apologize and express regret for the problem.

Internal and External audiences:

Internal audiences frequently have expectations for negative messages that differ from those of external audiences. These two groups can understand the news in different or even opposite ways in some cases. Company shareholders welcome the news as evidence while employees react negatively to news of an impending layoff that management is trying to control costs. Employees will not only expect more details but will also expect to be informed before the public is told, if a negative message such as a layoff is being sent to internal and external audiences.

Maintaining high standards of Ethics and Etiquette:

For several reasons ethics and etiquette take on special importance when you are delivering bad news. All business messages demand attention to ethics and etiquette. First, a variety of laws and regulations dictate that content and delivery of many business messages with potentially negative content, such as the release of financial information by a public company. Second, negative messages can have a significant negative impact on the lives of those receiving them. Even if the news is conveyed legally and conscientiously, good ethical practice demands that these situations are approached with case and sensitivity. Third, emotions often run high when negative messages are involved, for both the sender and the receiver. Senders need to not only manage their own emotions but also consider the emotional state of their audiences.

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