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Creating Effective Business Messages

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by

Reka Anna Lassu

on 1 February 2016

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Transcript of Creating Effective Business Messages

Creating Effective
Business Messages

email basics
Time allocation
1st step each time
you communicate

Writing
Message structuring
MOP
M
eta message
How do I want my audience to feel about my communication?
Ex: respected + (curious, excited, confident...)
O
utcome
What do I want my AUDIENCE to do as a result of my communication?
Ex: implement recommendation, accept proposal, schedule a meeting for Tuesday at 4 PM
P
urpose
Why am I communicating? What am I trying to do?
Ex: persuade to do (....), convey (....) information
1. How much time is available and how will that be allocated?
2. What needs to be accomplished during this time?
MOP
Subject line
Greeting
Direct style (Clear and concise)
Call to action
Goodwill
Formatting
Complete sentences
Capitalization/ punctuation
Closing



Respect for time
Preferred contact
Sender address

1. find the answer yourself
2. ask a peer/ assistant
3. go to your boss LAST for easy questions
Has this person asked to NOT be emailed?
Has this person given you a preferred email?
Is your email professional?
Is your name saved correctly?
MOP
M:
How do you want the recipient to FEEL after reading your message?
O:
What do you want the recipient to DO after reading your message?
P:
What are YOU DOING in this communication?
Subject Line:

Few
specific
words
No CAPS
Indicate urgent reply request
Avoid fillers

Do NOT use:
question
will miss class
meeting
URGENT

Use:
BADM 300- 9AM- question about WE 1
.....
Planning meeting- Monday, December 20th
Reply requested: New Employee Training Seminar
Greetings:

Dear Diane,
Hi Bill:
Hello Joe,

Do NOT use Hey
Direct style:

Main point first
Explanation second

Example:

Could you cover my 8AM-12PM shift on Thursday, December 12th?

I have an unexpected doctor's appointment during that time and need to leave work by 11AM to make it on time. I'd really appreciate it if you could cover for me.
Call to Action:

What do you want the recipient to do NEXT?

This is similar to the "O" in MOP, but this is the VERY NEXT thing.

Example:
Do you want the recipient to reply to your email, give you a call before noon, etc.?
Goodwill:

Have you included something positive to build a long term business relationship?

Example:

We look forward to doing business with you.
I appreciate your time.
Have a great day.

Formatting, Capitalization/Punctuation, Closing

No indent.
One space between greeting and first paragraph.
One space between paragraphs.
Use complete sentences.
Bullets are ok.
Capitalize the first word in each sentence as well as proper nouns ex: Facebook, California
Remember a closing ex: Sincerely, Thank you, etc.
Type your name after the closing
Pay attention to message structuring:
Exaggeration
Fact slanting
Weak analogies
Faulty cause/effect claim
Either/or logic

Set the right tone:
Can-do attitude
Positive traits
Constructive terms
We voice
Respect
Full transcript