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Lecture Note - Chap 2

(1) Clarity and brevity count. (2) The best business writing is concise, clear, organized, and conversational. (3) Planning involves analyzing the audience and purpose, researching, and drafting. Each stage should take approximately one-third of the total time allocated. (4) The primary purposes of most business messages are to inform or persuade, with building relationships as a secondary purpose. (5) Choosing the best communication channel depends on factors like richness, urgency, and audience.
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0% found this document useful (0 votes)
88 views3 pages

Lecture Note - Chap 2

(1) Clarity and brevity count. (2) The best business writing is concise, clear, organized, and conversational. (3) Planning involves analyzing the audience and purpose, researching, and drafting. Each stage should take approximately one-third of the total time allocated. (4) The primary purposes of most business messages are to inform or persuade, with building relationships as a secondary purpose. (5) Choosing the best communication channel depends on factors like richness, urgency, and audience.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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University of Foreign Languages and International Studies

DIVISION OF ENGLISH FOR SPECIAL PURPOSES Chapter 2


Student’s name: …………………………………………………… Planning Business
Date of birth: ………………………………………………………. Message
Fill the gap with a suitable word or phrase. Use textbook as a reference.

Outcome 1: Define the goals of business writing, summarize the 3-x-3 writing process, and
explain how it guides a writer.
Basics of business writing:
 Business messages are different from college essays, term papers, and messages to friends.
 (1) _____and (2) _____count.
 The best business writing is: (3) _____, (4) _____, (5) _____and (6) _____.
 Following a process can make you a better writer or speaker: the 3-x-3 Writing Process.
Name the three stages and the time for scheduling for each stage:
1. (7) ______, taking (8) _____ %: Analyze audience & purpose, Anticipate audience and its
reaction to message, Adapt message to audience
2. (9) ______, taking (10) _____ %: Research background, collect information, Organize
information, Draft first version
3. (11) ______, taking (12) _____ %: Edit for clarity, Proofread, Evaluate whether the
message will accomplish goals

Outcome 2: Analyze the purpose of a message, anticipate its audience, and select the best
communication channel.
2.1. Analyzing Your Purpose and Channel
The primary purpose of most business messages is to (13) ______or to (14) ______ and the
secondary purpose is to (15) ______ ______.
 Identify your purpose by asking yourself 2 questions:
 (16) ________________
 (17) ________________
 Here are 14 channels that can be used to communicate. Fill in some missing channels in
the box.

email phone call face-to-face blog (22) ______


conversation
(18) _______ voice mail (20) _______ letter video chat
message
face-to-face video- or 21) ______
group meeting (19) ______ teleconference

 Ten Levels of Richness in Today’s Workplace Communication Channels (from the richest
to the leanest)
 FACE TO FACE: Best for persuasive, bad-news, and personal messages
 (23) _____: Best choice when two people cannot meet in person
 VIDEO CHAT: Best for group interaction and consensus-building when members are
dispersed
 (24) ______: Best for routine messages that do not require immediate feedback
 IM: Best for short online messages that need a quick response
 (25) ______: For external messages that require formality, sensitivity, or a written
record
 MEMO: To distribute interoffice information, especially when e-mail is unavailable
 (26) ______: To share ideas with a wide Internet audience and encourage responses
 REPORT: To deliver considerable data internally or externally
 WIKI: To provide a repository for digital information that can be easily changed
 What 4 communication channels are found here?
 (27) _______. ________. _________, _________.
‘I sent you an e-mail and forwarded a copy to your PDA, cell phone, and home computer.
I also faxed a copy to your office, your assistant, and laptop. Then I snail-mailed hard
copies to you on paper, floppy, and CD. But in case you don’t receive it, I’ll just tell you
what you said…’.
 (28) List out 8 Factors Affecting Channel Choice:
 _________________________________
 _________________________________
 _________________________________
 _________________________________
 _________________________________
 _________________________________
 _________________________________
 _________________________________

Outcome 3: Employ expert writing techniques such as incorporating audience benefits,


developing the “you” view, and using conversational but professional language.
Anticipating and Profiling the Audience:
 Primary Audience and Secondary Audience
 Create a Message That Suits Your Audience
a. (29) ______: Focus your statements on the audience, not the sender.
Empathy: Putting yourself in the shoes of the receiver.
For example: Which sentence is better? Put a tick (v)
 _______ You will enjoy total piece of mind with our affordable hospitalization plan that
meets all your needs.
 _______ We are promoting a new hospitalization plan that we believe has many
outstanding benefits.
b. Develop a “You” View: Emphasize second-person pronouns (you/your) instead of first-person
pronouns (I/we, us, our)
c. (30) ______: A warm, friendly tone that sounds professional
 Levels of Language Use: Conversational
 Characterized by: Correct grammar and punctuation, conversational tone, simple sentence
structure, familiar words
d. Positive Language: Considerably improves the clarity and tone of a message and creates
goodwill and gives more options to readers.
For example: Which sentence is better? Put a tick (v)
 _______ We cannot fill your order until we receive an exact model number.
 _______ We can fill your order once we receive an exact model number.
e. Inclusive Language:
For example: Which sentence is better? Put a tick (v)
 _______ All executives have their own offices.
 _______ Every executive has his own office.
f. (31) ______: Use plain language to express clear meaning and avoid showy words, long
sentences and confusing expressions.
g. Familiar Words: Avoid long, difficult, and unfamiliar words. Use short, simple, and common
words whenever possible.
For example: Which word is familiar ‘encounter’ or ‘meet’? - _________.
h. (32) ______: Avoid sounding demanding, preachy (trying to give advice), or rude.
For example: Which sentence is better? Put a tick (v)
 _______ You must complete this research by June 1
 _______ Will you please complete this research by June 1?

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