Effectiveness of Business Communication - Essay Example

? Effectiveness of Business Communication Effectiveness of Business Communication In most business organizations, the art of communication has become very essential. Many organizations are looking for that very much needed skill so as to become effective in the running of the organization. Written reports in organizations around the world assist in the success of the organizations today. The effectiveness of such communication in any business organization usually leads to a better understanding of the areas and fields present in the organization. While using the three step writing process, business messages are better communicated to the people involved in the running of the business organization (Courtland & Thill, 2008). The use of the three step writing process involves the planning, writing and the completion of messages. This paper will review the three step writing process while looking into the effectiveness of a business message. Also, the main tasks involved in the completing of a business message. Planning a business message is the first step in ensuring that the organization’s goals and objectives are achieved. Prior planning prevents failure and, therefore, planning before- hand the intended purpose of the business message is very helpful (Courtland & Thill, 2008). To ensure that one gets the right message across, research has to be done or carried out. This is with the intention of finding out if the organization is capable of carrying out or handling the intended message. If members of the organization agree with the intended message, it is okay to carry on. If the intended message does not augur well with some of the members of the organization, it is important that whoever is in charge goes back to the drawing board to re-evaluate the proposal. When the research is being carried out, the intended audience should have a say in the matter. This is to prevent little or no satisfaction from members of the group after the message has been put across. After the intended message’s information has been analysed and gathered, it is tantamount that it, the information, be organized orderly (Courtland & Thill, 2008). This is so that it may support the intended message completely. The next stage is the writing stage. This is where the information being planned is adapted. It should be adapted to the intended audience with consideration to their needs (Courtland & Thill, 2007). Communicating to the audience in a polite manner is the best way to go about this. Adopting a ‘don’t care’ mentality is not how to go about this because the audience may not be responsive. The message should be written in a manner that suggests or oozes positivity because the intended audience is much connected to the business as much as the person writing the message. It should also be unbiased. This suggests that the language used to communicate the message should not be for a specific group of people rather, should cover everyone in the organization. The use of a good tone when writing the message is also needed. Good tone use in a message could indicate that the writer is appreciative of the audience intended. If the tone comes off as being harsh, the audience might think they are unappreciated and, therefore, may not be as productive as they ought to be (Courtland & Thill, 2007). Feeling appreciated in any job description means that one may consider putting in extra effort just to be acknowledged. This means that the organization may benefit tremendously from the extra and hard work. The words chosen when drafting a business message could also be very helpful in communication. Strong and positive words may help the message have a very strong impact and can come off as being coherent (Courtland & Thill, 2007). Addressing the audience in a manner to suggest that they are slow may take the seriousness out of the message. They may also not take it very lightly to the fact that they are being thought of as being slow. The completion of the message is the third, final stage. This stage involves other mini-stages. One of the mini-stages includes revising, producing, proofreading and distributing the message. This is where the message gets to be viewed and gets to be amended wherever necessary. The content is checked for accuracy to see if the purpose is attained. Its relevance to the intended audience is also checked to ensure its credibility (Lehman & Dufrene, 2010). Other things such as the tone and style are also checked to ensure they go hand in hand with the message. The other stage in this completion phase is the producing the message. The writer could add in graphic designs to suit the intended audience. They could include slide-shows that enable the message to be relayed effectively. The page lay-out should also be checked at this stage. With this, the writer is assured of being taken seriously by the intended audience in the organization (Lehman & Dufrene, 2010). Another stage is the proofreading of the message. This is the stage which matters the most. The writer is required to proofread the message like a professional. Errors in a business message are usually not welcome as they can send the wrong indication to the intended audience (Means, 2009). With that, the focus placed on the message should be checked again to ensure that the message comes out clearly. The last stage in the completion phase is the distribution of the message. It is at this stage that the methods used in distribution of business messages are used. Photocopying the message can enable the circulation of the message be very easy and cheap (Means, 2009). The internet could also be a very reliable source which covers a wider area around the organization. This is especially so since the use of the internet today has been greater than it was a decade ago. Almost everyone is internet or technology savvy which creates a great avenue to relay messages to people. In conclusion, the three steps in writing can enable messages to be relayed to their intended audience very easily and effectively. A business message can greatly benefit from these points. At the same time, it could create the perfect image of having an effective working business organization (Means, 2009). Good written and distributed business messages could determine if the organization will grow, and expand or die down due to improper communication. References Courtland, B. L. & Thill, J. V. (2008). Writing Business Messages. New Jersey: Prentice Hall. Courtland, B. L. & Thill, J. V. (2007). Completing Reports and Proposals. New Jersey: Prentice Hall. Lehman, C. M. & Dufrene, D. D. (2010). Business Communication. New York: Macmillan Publishers. Means, T. L. (2009). 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