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BASIC ORGANIZATIONAL PLANS OF YOUR MESSAGE

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BASIC ORGANIZATIONAL PLANS OF YOUR MESSAGE

Business Letters, Memos, and reports can be arranged by the direct (deductive) or indirect (inductive) approach.

The good news                                    Direct approach
Direct request                                      Direct approach

Bad news                                            Indirect approach
Persuasive request                               Indirect approach

DIRECT (DEDUCTIVE) APPROACH

Direct method is used when the message is favorable or neutral.

A.        Direct Approach for Good news plan (Organizational plan)

1.                  Best news of main ideas.
2.                  Explanation
3.                  Positive friendly close

B.        Direct Approach for direct request plan (Organizational Plan) (B as above)



INDIRECT (INDUCTIVE) APPROACH

Indirect approach is used when the message is unfavorable (negative).

C.        Organizational Plan using Indirect approach for Bad News Plan.

1.                  Buffer (Pleasant or neutral statement to “take a start” with reader)
2.                  Explanation
3.                  Positive friendly close
4.                  Attention
5.                  Action



D.        Organizational plan using the indirect Approach for Persuasive request (D as above)



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CHANNELS OF COMMUNICATION

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CHANNELS OF COMMUNICATION

Channels of Communication may be divided into following parts.

1.                  Internal Communication
a.         Horizontal / Crosswise communication.
b.         Downward Communication.
c.         Upward Communication.
2.                  External Communication

INTERNAL COMMUNICATION
            When communication is being done one person or part to the other person within an organization it is called internal communication.
a.         HORIZONTAL / PEER TO PEER COMMUNICATION.
            It is communication that is being done between personnel in one department and personnel of equal.
b.         DOWNWARD COMMUNICATION       
            When communication is being done from superiors to subordinates it is referred to as downward communication. In this channel instructions, orders, advice, and information are given to subordinates.
c.         UPWARD COMMUNICATION
            When communication is being done from subordinates to superiors, it is referred to as upward communication.

 EXTERNAL COMMUNICATION

            It is a communication which is being done between company to company or organization to organization, well worded letters, reports and proposals improve business relations. 

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LEGAL ASPECTS OF BUSINESS COMMUNICATION

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LEGAL ASPECTS OF BUSINESS COMMUNICATION

           When we communicate with integrity and honest consideration for our reader, and with a golden rule we are legally safe. You should remember that ignorance of the law is no excuse. You should be aware of changing laws from time to time.
                A communicator should be very careful to avoid any legal risk:
1.         Defamation                                         2.         Invasion of privacy
3.         Fraud                                                   4.         Credit, collection, and employment
5.         Other areas of caution

1.               DEFAMATION
                It refers to the unconsented and unprivileged publication of a false idea, which tends to injure reputation.
e.g.      PUBLICATION
            Publication of is the unconsented intentional or negligent communication of defamatory matter to a third party.
PRIVILEGE
`A legal right to communicate information in certain situations is privilege the privilege may be divided into two kinds
a.         Absolute
b.         Conditional

2.                  INVASION OF PRIVACY

It refers to unconsented, unprivileged, and unreasonable intrusion into the private life of an individual. Invasion of property has two aspects:
a.         Use of person’s identity.
b.         Physical surveillance of records, reports, and letters.

3.                  FRAUD

It refers to the intentional misrepresentation by one party to a contact of a material fact which is relied upon by the other party to his injury.

a.         Knowledge that such statements would naturally deceive.
b.         The deceived person acted to his injury.

4.               CREDIT COLLECTION & EMPLOYMENT
           To make recovery from doubtful and bad debtors you should not show anger, preaching and in making a recommendation of a former employee you should be true, honest, and aware of your responsibility to
a.         The applicant.
b.         The addressee, and
c.         Yourself.

5.                  OTHER AREAS OF CAUTION

a.         Be honest and fair in business dealings.
b.         You should not copy prohibited documents.

c.         You cannot copy copyrighted material without prior permission.

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PLANNING STEPS FOR COMMUNICATION

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PLANNING STEPS FOR COMMUNICATION
There are six planning steps before we transmit our message.
1.                  Know the purpose of the message.
2.                  Visualize your reader (or listener)
3.                  Choose the ideas to transmit
4.                  Get all the facts to back up these ideas
5.                  Organize your ideas in the most effective order.
6.                  Revise and proofread

KNOW THE PURPOSE
You must know the purpose clearly. You must know why you should write and what should be written.
VISUALIZE YOUR READER OR LISTENER
It is better for the sender to understand the receiver. You should know his background, qualification education, position and status in the company.
CHOOSE THE IDEA
The idea to be included in the letter or report depends upon the type of message.
GET ALL THE FACTS
Communication of any sort should be backed by the facts and figures, making the communication more emphatic, forceful, and pithy.
ORGANIZE IDEAS
Once the ideas have been jotted down, they should be properly arranged and organized.
REVISE AND PROOF READ

Short communications are easy to transmit or dictate without revising or proofreading Them. 

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IMPORTANCE OF LIFE BLOOD OF THE ORGANIZATION

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IMPORTANCE OF  LIFE BLOOD OF THE ORGANIZATION

Communication is life and life is communication it starts from the birth and continues to till death succession of an organization is depend on the effective communication.
In an organization the manager has to read speak listen observe and supervise at all are medium of communication.
Effective communication is the life blood of every organization and a key to success in our business career and our personal life.
Effective communication is vital inside the company because employees can be better motivated and more efficient by it.
Communication is a key to management effectiveness oral written formal and informal communications go through many channels and in various directions

COMMUNICATION SKILLS

1.                  Must be able to communicate effectively with all levels of management.
2.                  Be able to prepare special analyses, research reports, and proposals.
3.                  Need ability to compose effective correspondence.
4.                  Must have ability to communicate and sell ideas, firm, and products.

5.                  Must be able to cultivate and maintain good customer relationships.

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PRINCIPLE OF COMMUNICATION 7’C

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PRINCIPLE OF COMMUNICATION 7’C
1.                  COMPLETENESS

              Message receivers either listeners or readers, desire complete information to their questions. Your message is complete when it contains all facts and figures.
1.                  Provide all necessary information.
2.                  Answers all questions asked.

2.                  CONCISENESS

              Is saying what you have to say in the fewest possible words. A concise message is complete without being wordy. For effective business communication a concise message saves time and expense for both sender receiver by eliminating unnecessary words.
For Example: -
At this time                                                                                         wordy
Now                                                                                                    Concise
Due to the fact that                                                                              wordy
Because                                                                                               Concise

Avoid unnecessary repetition

3.               CONSIDERATION

              Consideration means preparing every message with the message receivers in mind try to put yourself in their place. You do not lose your temper and you do not change the due facts.
1.                  Focus can “You” Instead of “I” and “WE”
2.                  Show audience benefit or interest in the receiver.
4.         CONCRETENESS

                        Communication concretely means being specific, Definite and vivid rather than vague and general
1.                     Use Specific facts and figures.
2.                     Put action in your verbs.
3.                     Choose vivid image building words.




5.        CLARITY

                          Getting the meaning from your head in to the receiver or reader head accurately is purpose of clarity of course you know this is not simple and all carry around our own unique interpretation, Ideas, expertness associated with words. 
1.                     Chose precise concrete and familiar words.
2.                     Construct effective sentences and graphs.
6.        COURTESY
                          Courtesy stems from Sincere your attitude true courtesy involves being aware not only of the perspective of others but also their feelings. Although applying socially accepted manners is a form of courtesy.
1.                     Be sincerely tactful thoughtful and appreciative.
2.                     Use expressions that show respect.

1.               CORRECTNESS    
              At the core of correctness is proper grammar punctuation and spelling. However a message may be perfect grammatically and mechanically the term correctness as applied to business messages as so means.
1.                     Use the right level of language.
Check accuracy of figures facts and words. 

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THE SIX COMPONENTS OF EFFECTIVE COMMUNICATION

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DEFINITION

The Process of sharing information ideas views by which messages produce response is called communication.

THE SIX COMPONENTS OF EFFECTIVE COMMUNICATION

Communication does not haphazardly in organization nor it happens all at once. It is more than a single act. Communication is dynamic transaction “Tow Way” process that can be written into six parts.

1.                  THE SENDER HAS AN IDEA: - You conceive an idea and want to share it.
2.                  THE SENDER ENCODE THE IDEA: - When you put your idea into a message form receiver will understand you are encoding it. You decide on the message’s form word, facial expression gesture length organization tone and style or mood.
3.                  THE SENDER TRANSMITS THE MESSAGE:- To physically transmits your message to your receiver you select a communication channel (verbal or non verbal) (Spoken or written) and medium (Telephone, Letter, Memo, E-mail, Report, Face to Face exchange.  This choice depends on your message your audience’s location, your need for speed and the formality required.
4.                  THE RECEIVER GET THE MESSAGE:- Communication occurs, your receiver must first get the message. If you have send a letter your receiver has to read it before understanding it. If you are giving a speech your listeners have to be able to hear you and they have to paying attention.
5.                  THE RECEIVER DECODES THE MESSAGE:- Your receiver must decodes “absorb” understand your message. The decode message must then he stored in the receiver mind. If all goes will the receiver interprets your message correctly assigning same meaning to your words as you intended and responding in the desired way.
THE RECEIVER SENDS FEED BACK: - After decoding your message the receiver responds in the same way and singles that response to you.  This feedback enables you to evaluate the effectiveness of your message. If your audience doesn’t understand that you mean, you can tell by the response and refine your message.        

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