Chapter 1: business in the information age
-2. ORGANIZING IDEAS TO SHOW RELATIONSHIPS (1 of 7)
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3-2. ORGANIZING IDEAS TO SHOW RELATIONSHIPS (1 of 7)-Business communicators must find a way to organize their information +Skilled writers group similar items together by placing ideas in a strategic sequence that helps the reader understand relationships and accept the wirter’s views +Unorganized message fail to emphasize important points and confuse readers +Puzzled readers cant see how the pieces fit together and they become frustrated and irritated +Many communication experts regard poor organization as the greatest failing of business writers 2 of 7: Creating lists and outlines -To develop simple messages, some writers make a quick scratch list of the topics they wish to cover -Next they compose a message directly from the scratch list -Most writers, though need to organizr their ideas – especially if the project is complex – into a hierarchy, such as an outline -An outline gives writers a chance to organize their thoughts before becoming bogged down in word choice and sentence structure 3 of 7: Typical document components -Business documents contain typical components arranged in traditional strategies +An e-mail, memo or letter is generally organized with an opening, body and closing +A procedure would contain a sequence of steps for the receiver to follow +An informational report usually includes an introduction, facts and a summary +An analytical repoort includes an introduction or problem statement, followed by facts and findings, conclusions and recommendations (if requested) +A proposal includes an introduction, a proposed solution, staffing considerations, a schedule and/or associated costs and an authorization request 4 of 7: Structuring ideas into strategies -Two organizational strategies provide plans of action for typical business messages: the direct strategy and the indirect strategy +In the direct strategy, the main idea comes first, followed by details, explaination or evidence +In the indirect strategy, the main idea idea follows the details, explaination and evidence -The strategy you select is determined by how you expected the audience to react to the message 5 of 7 -The direct method, also called frontloading, offers at least three advantages +Saves the reader’s time +Sets a proper frame of mind +Reduces frustration -Typical business messages that follow the direct strategy include routine requests and responses, orders and acknowledgement, nonsensitive memos, e-mails, informational reports and informational oral presentations 6 of 7: -When you expect the audience to be uninterested, unwilling, displeased or perhaps even hostile, the indirect strategy is more appropriate -In this strategy, you reveal the main idea only after you have offered an explanation and evidence -This approach works well with three kinds of messages +Bad news +Sensitive news + 7 of 7: -The indirect strategy has 3 benefits: +Respects the feelings of the audiences +Facilitates a fair hearing +Minimizing a negative reaction -Business messages that could be developed indirectly include e-mails, memos and letters that reffuse requests, deny claims and disapprove credit -Persuasice requests, sales letters, sensitive messages and some reports and oral presentations mat also benefit from the indirect strategy tải về 34.81 Kb. Chia sẻ với bạn bè của bạn:
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