Business English:
The communication process:
1. The Sender has an idea:
- Shape their ideas based on mood, background, and culture.
2. The Sender encodes the message:
- Converting the idea into words or gestures that convey meaning.
3. The sender selects the channel and transmits the message:
- Messages may be delivered by computer etc and should be clear
and protected from interruption by noise.
4. The receiver decodes the message:
- Translating the message from its symbol form into meaning
involves decoding.
- Only when the receiver understands the meaning, is the message
decoded.
5. Feedback is returned to the sender:
- The verbal and nonverbal responses of the receiver create
feedback.
- Feedback helps the sender know that the message is received
and understood.
The sender should:
- Clarify and analyze their idea and how it can be best presented and
decide on the purpose of the message.
- Consider the receiver’s background, choose concrete words, and
encourage feedback.
- Consider the importance of the message and choose a channel the
receiver prefers.
The receiver should:
- Avoid prejudging messages and strive to understand verbal and
nonverbal cues.
- Ignore distractions and expect to learn.
- Craft clear and complete responses that reveal comprehension of
the message's meaning.
Begin the cycle again when the receiver becomes the sender with
the same concerns.
Business writing should be:
1
,1. purposeful:
- You will be writing to solve problems and convey information.
2. Economical:
- You will present ideas clearly but concisely.
3. Audience orientated:
- You will concentrate on looking at a problem from the audience’s
perspective.
Good style in business writing:
1. Accuracy:
- Essential for credibility and avoiding misunderstandings.
- Inaccurate information can lead to queries, wasted time, and
skewed projections.
- Tailor accuracy based on the document’s purpose and audience.
2. Brevity:
- Precise and concise writing is crucial.
- Avoid unnecessary details.
- Shorter, accurate phrases are often more effective than verbose
explanations.
3. Clarity:
- Clear and straightforward communication is paramount.
- Follow a logical structure in writing.
- Use simple sentences unless complexity is necessary.
- Minimize unnecessary details.
- Limit jargon and abbreviations to essential terms.
The writing stages:
1. Pre-writing:
a) Analyze:
- What is your purpose?
- What do you want the receiver to believe?
2
, - What channel should you choose?
b) Anticipate:
- Profile the audience.
- What does the receiver already know?
- Will the receiver’s response be neutral, positive, or negative?
c) Adapt:
- What techniques can you use to adapt your messages to its
audience?
- How can you promote feedback?
- Strive to use positive, conversational, and courteous language.
2. Drafting:
a) Research:
- Gather data to provide facts.
- Search company files, previous correspondence, and the internet.
- How much does the audience already know and what do you need
to know?
b) Organize:
- Organize direct messages with the big idea first, followed by an
explanation in the body and an action request in the closing.
- Use an indirect, problem-solving strategy for persuasive or negative
messages.
c) Draft:
- Prepare a first draft, usually quickly.
- Focus on short, clear sentences using the active voice.
- Build paragraph coherence by repeating key ideas and using
pronouns.
3. Revising:
a) Edit:
- Edit your message to be sure it is clear, concise, conversational, and
readable.
- Revise to eliminate word fillers, long lead-ins, and redundancies.
- Develop parallelism.
- Consider using headings and bullet points for quick reading.
b) Proofread:
- Take the time to read every message carefully.
- Look for errors in spelling, grammar, punctuation, and numbers.
- Check to be sure the format is consistent.
c) Evaluate:
- Will this message achieve your purpose?
- Does the tone sound pleasant and friendly rather than curt?
3
The communication process:
1. The Sender has an idea:
- Shape their ideas based on mood, background, and culture.
2. The Sender encodes the message:
- Converting the idea into words or gestures that convey meaning.
3. The sender selects the channel and transmits the message:
- Messages may be delivered by computer etc and should be clear
and protected from interruption by noise.
4. The receiver decodes the message:
- Translating the message from its symbol form into meaning
involves decoding.
- Only when the receiver understands the meaning, is the message
decoded.
5. Feedback is returned to the sender:
- The verbal and nonverbal responses of the receiver create
feedback.
- Feedback helps the sender know that the message is received
and understood.
The sender should:
- Clarify and analyze their idea and how it can be best presented and
decide on the purpose of the message.
- Consider the receiver’s background, choose concrete words, and
encourage feedback.
- Consider the importance of the message and choose a channel the
receiver prefers.
The receiver should:
- Avoid prejudging messages and strive to understand verbal and
nonverbal cues.
- Ignore distractions and expect to learn.
- Craft clear and complete responses that reveal comprehension of
the message's meaning.
Begin the cycle again when the receiver becomes the sender with
the same concerns.
Business writing should be:
1
,1. purposeful:
- You will be writing to solve problems and convey information.
2. Economical:
- You will present ideas clearly but concisely.
3. Audience orientated:
- You will concentrate on looking at a problem from the audience’s
perspective.
Good style in business writing:
1. Accuracy:
- Essential for credibility and avoiding misunderstandings.
- Inaccurate information can lead to queries, wasted time, and
skewed projections.
- Tailor accuracy based on the document’s purpose and audience.
2. Brevity:
- Precise and concise writing is crucial.
- Avoid unnecessary details.
- Shorter, accurate phrases are often more effective than verbose
explanations.
3. Clarity:
- Clear and straightforward communication is paramount.
- Follow a logical structure in writing.
- Use simple sentences unless complexity is necessary.
- Minimize unnecessary details.
- Limit jargon and abbreviations to essential terms.
The writing stages:
1. Pre-writing:
a) Analyze:
- What is your purpose?
- What do you want the receiver to believe?
2
, - What channel should you choose?
b) Anticipate:
- Profile the audience.
- What does the receiver already know?
- Will the receiver’s response be neutral, positive, or negative?
c) Adapt:
- What techniques can you use to adapt your messages to its
audience?
- How can you promote feedback?
- Strive to use positive, conversational, and courteous language.
2. Drafting:
a) Research:
- Gather data to provide facts.
- Search company files, previous correspondence, and the internet.
- How much does the audience already know and what do you need
to know?
b) Organize:
- Organize direct messages with the big idea first, followed by an
explanation in the body and an action request in the closing.
- Use an indirect, problem-solving strategy for persuasive or negative
messages.
c) Draft:
- Prepare a first draft, usually quickly.
- Focus on short, clear sentences using the active voice.
- Build paragraph coherence by repeating key ideas and using
pronouns.
3. Revising:
a) Edit:
- Edit your message to be sure it is clear, concise, conversational, and
readable.
- Revise to eliminate word fillers, long lead-ins, and redundancies.
- Develop parallelism.
- Consider using headings and bullet points for quick reading.
b) Proofread:
- Take the time to read every message carefully.
- Look for errors in spelling, grammar, punctuation, and numbers.
- Check to be sure the format is consistent.
c) Evaluate:
- Will this message achieve your purpose?
- Does the tone sound pleasant and friendly rather than curt?
3
