ENG121: Business Writing Week 2

10 Questions

What is the primary purpose of processing the message in business communication?

To determine the content and how best it could be sent.

What are the key steps involved in processing the message?

Removing irrelevant points, considering the receiver/audience, establishing the environmental context, and following a specified structure.

What factor determines whether to use an oral or written medium for communication?

The nature of the message.

What is the purpose of asking 'Is there any need for a record?' when determining the medium and channel?

To determine whether to use a written or oral medium.

What is the final step in the communication process?

Sending the message.

What are the key factors to consider in determining the medium and channel of communication?

Formality, nature and size of the audience, urgency, emphasis, and confidentiality

What are the benefits of analyzing the audience before communicating with them?

It enables the sender to tailor the message appropriately, considering the audience's characteristics such as age, gender, social status, and relationship with the sender.

How should a message be structured to effectively communicate with a specific audience?

The message should have a clear beginning, body, and conclusion, and be refined to suit the medium, channel, and audience.

What characteristics should a message to top management possess?

Prioritized, short, and plain

Why is it important to consider the context of the message?

To ensure the message is suitable for the occasion and audience

Study Notes

Effective Communication

Effective communication depends on understanding the components of human interaction, including the message, medium, channel, receiver, and noise.
Knowledge of these components enhances the quality of communication.

Deciding on the Message

The message is the idea, thought, or feeling to be shared.
It can range from simple greetings to complex reports.
To think through the message, ask questions, plan, draft, and edit.
This process helps determine the content and how to send it.

Steps in Processing the Message

Remove irrelevant points.
Consider the receiver/audience.
Establish the environmental context.
Follow a specified structure.

Determining the Medium and Channel

Communication is not complete until a message has been passed from a sender to a receiver through a medium and channel.
The medium may be oral or written, depending on the nature of the message.
Written communication is better for transactions that require permanent documentation.
Oral communication is better for transactions that require immediate feedback.

Questions to Ask when Determining the Medium and Channel

Is there a need for a record?
Should the message be received quickly or slowly?
Is the audience expected to respond immediately or later?
Does the message need to get to many people at the same time?
Will the sender need to react to feedback immediately?

Factors in Determining Medium and Channel

Formality
The nature and size of the audience
Urgency
Emphasis
Confidentiality

Analyzing the Audience

Who is the message for?
What is the receiver's relationship with the sender?
What about the receiver's age, gender, internal or external, social status, ethnicity/nationality, etc.?
Understanding the audience's characteristics enables the sender to tailor the message appropriately.

Characteristics of the Message for Specific Groups

Top Management: Prioritized, short, and plain
Employees/Subordinates: Reassuring, forthcoming, and enthusiastic
Customers: Respectful and emphatic
Government Bodies/General Public: Open, friendly, and accessible

Conclusion

The message should always be refined to suit the occasion.
Refining the message involves narrowing it down to suit the medium, channel, and audience.
The context of the message should also be considered.
The structure of the message should clearly show the beginning, body, and conclusion.