Business Communication Strategies

Writing Process

• The writing process involves three phases: prewriting, writing, and revising
• In the prewriting phase, the writer analyzes the audience and the purpose for writing
• In the writing phase, the writer organizes and composes the message
• In the revising phase, the writer evaluates the message for effectiveness and revises as needed

Adapting to the Audience

• Adapting the message to the audience involves thinking of the right words and tone to use
• Conducting a thorough audience analysis is important to determine the best approach
• Considering the audience's demographics, needs, and preferences helps tailor the message effectively

Communication Channels

• Choosing the right communication channel depends on the purpose, audience, and context
• Face-to-face conversation is considered a rich medium, while email and instant messaging are less rich
• The channel selection depends on factors such as feedback, cost, confidentiality, and interactivity required

Business Writing

• Effective business writing is concise, clear, and respectful
• Using positive language and avoiding negative language is recommended
• Courteous business messages avoid using words that sound demanding or preachy
• Using plain English, active voice, and personal pronouns is encouraged

Language and Tone

• Business writers should avoid using legalese or federalese, as it can be confusing
• Using conversational tone and plain English helps convey the message effectively
• Strong verbs and concrete nouns are recommended in business writing
• Avoid using inflated or confusing language to obscure meaning

Grammar and Style

• Using active voice is generally preferred in business writing
• Avoid using words that imply age, disability, or other sensitive topics
• Use inclusive language and avoid language that stereotypes or marginalizes groups

Miscellaneous

• Approximately 25% of the writing process should be spent on the prewriting phase
• The primary purpose of business writing is to inform or persuade, with a secondary purpose of promoting goodwill
• Experts suggest spending most time in the revising phase of the writing process