Journal Business Communications: Before Sending Messages (Essay Sample)

Business Communications
Student’s Name
Institution’s Name
Date
CFU #8
1.
Writing business correspondence requires my serious preparation. On the other hand, according to (Oliu, 2016), the first thing I must do before writing business correspondence is to determine my purpose. The purpose sets the tone, structure as well as style. The author iterates that before I determine how my business correspondence will appear, it is significant to ask myself if my purpose is to: persuade, inform, argue, make an inquiry, invite, ask for approval, approve or reject, suggest or propose. Secondly, assess my audience. This will enable me to make an impact on my audience through knowing them. Thirdly, think through the context of my writing. In the workplace, all things are writing in a context. The author posits that the environment in which I write my document will influence how my audience interprets its implication. Fourthly, make, gather, and note ideas and facts. One of techniques for gathering and recording information includes brainstorming. Fifthly, determine the scope of presentation of my topic. Sixthly, organize my ideas. Lastly, choose the appropriate medium based on my organization’s policy, audience’s preferences and the technologies available.
2. What are some of the things you should do before sending your message?
There are some important things that I should do before sending my message. Essentially, (Oliu, 2016) suggests that I should review my message thoroughly before pressing the send button. Secondly, ensure that I have selected the right recipient. Also, I should go through the content of the message to ensure that only appropriate content is sent to the recipient.
3
With many forms of communication and media available, picking the most appropriate in the workplace can be a big problem. One of the things that I agree with is that choosing the appropriate medium needs my prior considerations. Basically, (Oliu, 2016) recommends that I should put some factors into consideration. For examples, my audience’s expectations and preferences, the current organizational practices and policies for communication in the workplace, the technological resources present, the complexity my message and the communication’s time sensitivity/confidentiality.
4.
Various medium of communication have strengths and weaknesses. For instance, email can be sent to more than recipient at a particular time. Also, email saves time with regard to their instance delivery of messages and reduces. Moreover, it offers a record for the messages sent and received- dates, content, time, etc. A part from allowing recipients to forward message, email facilitates the attachments including files to be sent to others. However, email is liable to legal disclosure. The messages can also be sent to wrong recipient if not properly reviewed. Sending email to wrong recipient may reveal the information meant for another recipient.
Even though text and instant messaging facilitates communications between individuals at work sites or on the move without gaining access to e-mail, the screen space is limited and suits short messages only. Also, the messages can be retained for future references and replied to later. Even though it convenient, it is not recommended for proprietary information because.
Memos are essential in the services and manufacturing workplaces where workers do not have e-mail. Similarly, they can be posted in a public work areas for improved visibility and permit the use of official signatures and logos to signify the importance of content. Conversely, they are more expensive to generate and issue. Therefore, they consume much more time before reaching staff than email.
While business letters can be effective international recipients whose countries have the weak insufficient electronic infrastructure, they consume a lot of time before reaching such recipients.
Web correspondence can incorporate voices, videos and it is capable of sending instant messages. Moreover, it facilitates the participants to interrelate in real time and reduces the travel cost. However, the web correspondence requires the attendees to have the most appropriate software, programs and webcams. Without the webcams, appropriate software and programs, the web correspondence cannot take place. It also requires coordination by a moderator who must be paid the same job.
6. Confidentiality and privacy matter a lot in the workplace. Each method of communication bears confidentiality and privacy considerations that I regard as special. Essentially, (Oliu, 2016) suggests some of the precautions that I may take to protect my privacy and confidentiality together with the privacy and confidentiality of others. (Oliu, 2016) iterates that I should follow the policies and the applicable laws of my company or organization. this will help me prevent emergence of any issue that goes against my privacy and confidentiality and that of others in the workplace.
7. Corresponding with individuals and colleagues in the workplace permits me to create and maintain a constructive and working relationship with my readers and to depict a professional impression of myself and my organization. Style and tone have different meanings and both determine the effectiveness of workplace communication. Style, with reference to workplace communication, implies the way in which a message has been written. If style is considered, the information presented will be in a manner suitable for both purpose of writing and the audience. Swapping styles can distract the recipient and reduce the believability of the message’s argument. On the other hand, tone in workplace communication implies the writer’s attitude toward the recipient/reader and the content of the message. The tone of a message affects the recipient’s response to the message.
8. Writing styles have different characteristics and meanings altogether. Firstly, informal writing style does not require a format. An informal writing style is basically used in letters or short message for family members and close friends. Informal writing may encompass figure of speech, slang and broken syntax.
Secondly, formal writing always requires a standard format. For instance, when writing employees in the workplace write an e-mail to other colleagues, they must officially write both the names of the reader/recipient as well as the writers, moreover, a formal e-mail requires “subject” included in the content. Creating a formal message requires a lot consideration of the wording. To that effect, use of proper and professional language to portray politeness is fundamental. Furthermore, formal writing style pays much attention to the tone and grammar.
Thirdly, the difference between both restrained and casual styles is: while I may use casual style with a colleague I know in the workplace, using restrained style to a client I do not know is the most appropriate.
Fourthly, an affected writing style is one that interferes with the readability of a message since the language used in the message so hard to read. Choosing proper language reduces the chance of having affected tone or style of writing.
9.
Maintaining customer’s good will is important to an organization and the employees. To that effect, wording a message requires proper consideration. Some of the distinct words used in writing have been explained by different authors. However, (Oliu, 2016) provides guidelines to attain a tone that develops goodwill with one’s recipient. Oliu states that “Be respectful, not demanding”, this implies that writer should have regard for the feelings of the recipient, not the converse. For example, such words as “Deliver your response next week” and “We would be grateful for your response by the December 20th deadline” are demanding and respectful respectively. The author also states that “Be modest, not arrogant”, by this statement, the author implies that writer should use a tone that shows regards for decency and speech, not showing an offensive attitude toward an audience. For instance, the following words may imply modest and arrogance respectively: “The attached file contains information of the investment options, I hope you will find helpful” and “My attached file is perfect and thorough, and I’m certain it will be essential. Furthermore, Oliu suggests that, “Be polite and not sarcastic”, by the suggestion, the author implies that a writer should show courtesy and not mockery in the writing. For instance, such words as “I am returning the consignment we ordered on January 12, regrettably, it arrived later than we could be able to use it” may portray polite tone unlike “I just today received the consignment we ordered eleven months ago. I must send it back- currently, we cannot use it. Thank so much!” the latter depicts the sarcastic tone. Lastly the statement - “Be positive and tactful, not negative and condescending” by the author may mean that the writer should use tones that shows objectivity not subjectivity. An example of positive and tactful tone in a sentence include: “Thank you for your recommendation concerning our product prices. We think however, that our product prices are comparable to our competitors”, while “Your complaint pertaining our product prices is off the mark. Our prices are absolutely not any raised compared with regard to our competitors.” The latter statement encompasses a negative tone.
10.
There are exceptions to the above rules. For example, one situation where the one needs to express “you” viewpoint. For example, when a customer has placed refund request since he or she has forgot to enclose the receipt. A writer may right may respo...