Steps For Preparing Business Message:
1.Determine the purpose:
The first step in the preparation of a message is to have a clear idea about the message. The desired results will not be attained if the purpose of the message is not determined. In general, there are three purposes of a message. These are as;
–To inform
–To persuade
–To entertain
2. Analyze the audience/receiver:
•After determining the purpose of message, we are to see who the audience is and what the occasion of the speech is. The audience may comprise internal and external people. We should have a clear vision/ information about mental approach of the audience. We should be well acquainted with the likings, disliking or priorities of listeners. The writer should also bear in mind the age, gender, cultural background, academic background, and social background of the reader/listeners while arranging the message.
3. Select the topic and thesis:
The next step in the preparation of message is to select the topic. The topic should be clear, vivid, appealing interesting and relevant to the main purpose. Thesis is the topic in the form of a declarative statement. For example;
• Topic: Smuggling
• Thesis: Smuggling is a serious problem for home industries.
4. Select the main idea of the message:
The selection of ideas is the next step in the preparation of the message. The sender should take over the ideas that best suits the message. He, then, should take down the conceived ideas. For this purpose we may discuss with others or use some printed material. The ideas should cover all the aspects of the thesis.
1.Determine the purpose:
The first step in the preparation of a message is to have a clear idea about the message. The desired results will not be attained if the purpose of the message is not determined. In general, there are three purposes of a message. These are as;
–To inform
–To persuade
–To entertain
2. Analyze the audience/receiver:
•After determining the purpose of message, we are to see who the audience is and what the occasion of the speech is. The audience may comprise internal and external people. We should have a clear vision/ information about mental approach of the audience. We should be well acquainted with the likings, disliking or priorities of listeners. The writer should also bear in mind the age, gender, cultural background, academic background, and social background of the reader/listeners while arranging the message.
3. Select the topic and thesis:
The next step in the preparation of message is to select the topic. The topic should be clear, vivid, appealing interesting and relevant to the main purpose. Thesis is the topic in the form of a declarative statement. For example;
• Topic: Smuggling
• Thesis: Smuggling is a serious problem for home industries.
4. Select the main idea of the message:
The selection of ideas is the next step in the preparation of the message. The sender should take over the ideas that best suits the message. He, then, should take down the conceived ideas. For this purpose we may discuss with others or use some printed material. The ideas should cover all the aspects of the thesis.
5. Research the topic:
We may not possess every kind of information regarding our topic or main idea.
For this purpose we should collect some facts, data, and information so as to make our topic more convincing, informative persuasive reliable and authentic.
6. Organize the data and write the draft:
After gathering requisite pieces of information, we should organize them in the form of proper sequence so that the receiver may not have any trouble in understanding the message. It should have the beginning, the middle and conclusion.
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After gathering requisite pieces of information, we should organize them in the form of proper sequence so that the receiver may not have any trouble in understanding the message. It should have the beginning, the middle and conclusion.
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