Business Communication Today Chapter 5: Writing Business Messages
In today’s business world, you must know how to properly write a message. Most people may think that they write well and they might. However, knowing how to writing well isn’t the same as knowing how to write well a business message. The first main point of this chapter really caught my attention because it explains the importance of adapting to your audiences. The first step in adapting to your audience is when writing your message keep in mind your reader and listener wants to know how your message will benefit them. People want to know ‘What’s in for me?”. Therefore if your message doesn’t apply to them or doesn’t meet their needs, they won’t be interested in paying attention to it.
For example, take this message: (instead of this)
“Tuesday is the only day that we can promise quick response to purchase order requests; we are swamped the rest of the week. We offer MP3 players with 50, 75, or 100 gigabytes of storage capacity.” –Bovee & Thrill, p.117
As a reader, I would be think I don’t care if you are swamped the rest of the week; your job is to be available. I might have important things to be done on Tuesday. You think a MP3 player is going to make me happy? I might already have one why would I want another? Or maybe a MP3 player isn’t in my interests. Now because of your mistake I have to pay?
Rewriting this message: (write this)
“If you need a quick response, please submit your purchase order requests on Tuesday. You can choose an MP3 player with 50, 75, or 100 gigabytes of storage.” –Bovee & Thrill, p.117
As a reader, this sounds more appealing because it is asking me if I want (key word) a quick response then I should do it Tuesday. Unlike the previous message where they are telling me I need to do it on Tuesday because they can’t any other day. People want to hear what they want not what you want but if you can rephrase the statement then you can get what you want and still give your audience what they want as well. Everyone win’s if you can use this method properly. A key component in knowing how to avoid this is by trying not to use you and yours because when you do it makes you sound dictatorial. It could make someone else feel unnecessarily guilty. It goes against your organization’s style and is inappropriate for the culture.
In life as well as in your career you will have many instances where you will have to communicate bad news. Knowing how to write a proper business message for bad news is very important. This is a hard thing to do, however, emphasizing the positive can help smooth out the process. Never try to hide the negative news, but always look out for the positive points that come from this bad news. This will cultivate a good relationship with your audience.
For example: here you can see how you can communicate negative news without being negative.
(Instead of this)
“It is impossible to repair your laptop today. We apologize for inconveniencing you during our remodeling. We waste $300,000 advertising in that magazine.” –Bovee & Thrill, p.120
(Write this)
“Your computer can be ready by Tuesday. Would you like a loaner until then? The renovations now under way will help us serve you better. Our $300,000 advertising investment did not pay off; let’s analyze the experience and apply the insights to future campaigns.” –Bovee & Thrill, p.120
Many times people forget that the customer or client is the most important person in your message. In order to write well must write as if writing to yourself. What would you want to hear if someone wrote a message to you? Obviously this varies in culture but knowing that the concern is towards your audience and not you is essential.
Here is a helpful Link to futher help you with your business writing.
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