CHAPTER 6 STRATEGIC MANAGEMENT COMMUNICATION BY ROBYN WALKER

Claudia RuizDaisy MartinezJuliana StoutJoe Originales

COMMUNICATING IN WRITING

 

• Benefits• Writing process/ Strategy• Tactic element• Planning and developing • Selecting and

incorporating and flow• Revising for style and tone*80 %= biggest weakness = writing communication.*

Routine messages

 Identifying the Message Type/ helps choose the organizational pattern, content and tone.

All business messages can be categorized:

-Persuasive messages -Informative messages

-Goodwill in nature messages  

Parts of a message-Introduction

-Body-Close

Introduction Direct Approach   Indirect Approach

The Body

Necessary supporting details for the purpose of the message

May Include:Reasons -Procedures -Background information-Description -Evidence

Types of conclusion

o Good will“I look forward to meeting you Tuesday to

further discuss the proposed flex-time plan” 

o  Summary  SalesCall to Action

 “Lets meet later this week to discuss details of my proposal. I will call you tomorrow to discuss

a day and time that convenient for you”

Persuasive Message Persuasive message can

be a more difficult communication purpose to achieve because it requires more PREPARATION & STRATEGY FORMULATION

Two Persuasive situations exist:

In which you belief your audience is more or less receptive to your ideas or proposal

In which you believe your audience is resistant or even hostile to your organization or idea

Model AIDA

Attention- audience attention and interest

Interest- strengthen the audience interest

Desire- provide evidence to prove the claims made earlier in the message

Action- suggest a specific step the audience can take to make the action easy

Indirect approach

To persuade a resistance or hostile audience requires a less direct approach:

STEPS:1. Open message with statement or common ground

to defuse any different that can exist between you and the audience

2. (Body) explained the need of you proposed idea3. Eliminate your audience objections to your

proposal4. Announce your specific solution5. Plan for implementing your proposed solutions

Reports and ProposalsPreparing to write the report

1. Define the problem that will address in the report

2. Gather information and data

3. Develop recommendations

Selecting a report type

InformalMemo Introd

uction Body close

FormalFinding and recommendations are longer and more significant Title page - Name of the report Transmitted documents - Cover letter subject of

the report Table of content – Complete list of all topics

addressed in the report List illustrations – Table of figures Executive of summary – summary of major topicsProper of the body report Introduction – Purpose of report Discussion of the body – Information on the

problem and solution Conclusion - Solution and benefits Recommendation – Suggested course of actionProposal format Visual impression in written message

Proposal Format

Propose idea and purpose Scope Methods Materials Qualifications Follow-up Budget/Cost Summary Appendixes

Visual Elements

Headings Font Appearance Font size Placement

Lists Bullet List

Identify Separate Item

Graphics

Series 1

Category 1 Category 2Category 3 Category 4

0123456

Series 1Series 2Series 3

Bar Graph

Pie Graph

Graph Into Text

Appropriate Location Label the Graph Introduce the Graph Explain the Graph

Coherence and Flow

Sub Topics Connection

Direct Approach

Paragraph coherence Logical flow of ideas Repetition

Transitions and forecasting Link Ideas from one topic to the next Tells audience what will be covered next

Style & ToneAttitude and level of formality of your written communication

Audience needs and expectations

Communicators relationship with the audience

Organizations culture

First-and second-pronouns

Mechanical Errors

Disruptive Unclear pronouns Run on sentences

Credibility Punctuation Passive voice

Etiquette False subjects Misplaced

apostrophes

Accent Nonnative

speakers

Revisingelectronically

Subject Line Ensure the message is mechanically

correctPractice netiquette

X “LOL” appropriate?X BE THEIR IN FIVE MIN..appropriate?

Be brief, clear, and concise

Famous for persuading our Country

http://www.youtube.com/watch?v=PbUtL_0vAJk