The Process of Preparing Effective Bussiness Message

There are five planning steps:

1. Identify your purpose
2. Analyze your audience
3. Choose your ideas
4. Collect data to support your idea

1. Identify your purpose :

You must know why you should write and what should be written . The purpose may be sale , good will , request , inquiry or refusal etc.

2. Analyze your audience :

It is better for the sender to  the receiver. You should know his background , qualification , education , position , status in the company , desire , expectations , problems , circumstances and possible reactions to your request. Also he/she is superior , subordinate , laborer , professional or technical person , colleague , single , man or woman , young or old , new or long time customer .

3. Choose the ideas :

It depends upon the type of message . Before working jot down the points to be covered in communication , and then bring them in order of importance and urgency

4. Collect data to support your ideas

To explain facts and figures , visual aids may be utilized , augmenting the communication.

5. Organize ideas :

Once the ideas have been jotted down , they should be properly arranged and organized . Failing toorganize will fail the objectives of the message .