Communication is one of the most important tools in the normal running of the business.
Scholars define communication as any act that includes an individual delivering or receiving information as regard to personal needs, wishes, awareness, or comprehension. Furthermore, communication could perhaps be intentional or unintentional, may utilize conservative or eccentric signals, or may take linguistic or non-linguistic forms.
It is observed that communication is a form of dialogue but not a monologue meaning that it is concerned with twofold listening.
Business communication is commonly utilized to pass information within and without the organization (Krizan 21).
Messages can be conveyed through several channels such as the internet, print, data lines, TV, outdoors, and verbal.
Communication can take the form of upward, downward, or horizontal way depending on the seniority of the speaker and the recipient.
Messages such as bad news, good news, and routine request messages are frequently conveyed from one office to another through upward, downward, and horizontal communication.
Bad News
There are instances when an individual would need to deliver bad news.
To deliver such news, the sender should be equipped with some strategies since the recipient would most likely be upset. In this regard, the speaker should employ an inductive approach in dealing with the emotional state of the receiver (Clow 35).
The business administrator may perhaps be called upon to draft a message that instructs the supplier to forfeit the supply of merchandise, denying credit to potential customers or conveying constructive criticism to employees. In this scenario, an administrator is required to adopt some steps in writing the message.
The first step would be to introduce the topic with an idea that seems neutral. This would set the stage for an explanation of an idea, which should be presented in a succinct and reasonable style. The language used should be positive.
This would involve providing a counterproposal or silver liming testimonial that seems positive. Finally, the writer can close the message by encouraging and chivalrous quotes that divert the attention of the reader from bad news.
In this case, the bad news is articulated using paper documents or face-to-face means. However, electronic channels can also be employed in circulating bad news.
Good News
Good news messages are those that convey positive information to the respondent. In other words, the message carries information that would be of pleasure to the recipient. It broadcasts good news to the receiver (Rankin 78). This type of message is easy to write as opposed to a bad news message.
In designing a good news message, some factors are to be considered, which would make the message formal and effective. First, it should have a friendly, understandable, and comprehensive tone. Besides this, the appearance of the message should be suitable.
The message should have three components that make it complete and more reliable. The statement of the main idea should be clear because the main purpose of the message is to express an idea.
Secondly, the message should have needed details that back the main idea. It should not leave out any substantial ideas. On the other hand, the message should not have irrelevant information.
Finally, the writer should conclude the message pleasantly.
Routine Request Messages
Routine request messages are those types of messages that are utilized for various purposes. They are used in requesting action, modification, and passage of information.
In the main body of the message, the writer should include an explanation regarding the request. The writer should utilize this opportunity to show the reader that the message is beneficial to him or her.
The message can be broken into small sub-topics to allow the reader to understand the request. Details should be provided in case the request is complex.
Finally, the request message should conclude with a positive and courteous quote that encourages the reader to reply.
Works Cited
Clow, Kenneth. Integrated Advertising, Promotion, and Marketing Communications. London: Sage publications, 2006. Print.
Krizan, Buddy. Business communication. New York: Cengage Learning, 2005. Print.
Rankin, Thomas. Business communication. New York: Cengage Learning, 2010. Print.