Transcript VU Lecture# 7

Business Communication Workshop
Course Coordinator:
Ayyaz Qadeer
Lecture # 7
We have discussed…….
• How have market globalization and cultural
diversity contributed to the increased
importance of intercultural communication?
• What is the relationship between culture and
subculture?
• What are the four basic characteristics of
culture? How do high-context cultures differ
from low-context cultures?
• In addition to the contextual differences,
what other categories of cultural differences
exist?
• What four principles apply to ethical
intercultural communication?
We have discussed…….
• What is ethnocentrism, and how can it be overcome
in communication? Why is it a good idea to avoid
slang and idioms when addressing a multicultural
audience?
• What are some ways to improve oral skills when
communicating with people of other cultures?
• What is the way of translation when preparing a
message in another language?
The Three-Step
Writing Process
You should be able to….
•
•
•
•
•
•
Describe the three-step writing process.
Clarify why explaining your purpose carefully is
important.
Justify the importance of audience analysis.
Outline the ways to collect relevant information
informally.
Define media richness and list factors to
consider when choosing proper channel and
medium.
Discuss how to establish good
audience
relationships.
The Three-Step Writing
Process
Explain the three steps
of the writing process:
1. Plan
2. Write
3. Complete
The Three-Step Writing Process
Planning
Writing
Analyze:
Study
your
purpose, lay out your
writing schedule, and
then
profile
your
audience.
Investigate:
Gather
infor5mation
through
formal
or
informal
research methods.
Adapt: Choose the right
channel and medium;
then establish a good
relationship with your
audience.
Organize:
Define
your
main idea, limit the
scope,
group
your
points, and choose the
direct
or
indirect
approach.
Compose: Control your
style through level of
formality
and
conversational
tone.
Choose your words
carefully so that you
can create effective
sentences
and
paragraphs.
The Three-Step Writing Process
Completing
Revise:
Evaluate content and review readability,
editing and rewriting for conciseness and clarity.
Produce:
Use effective design elements and suitable
delivery methods.
Proofread: Review for errors in layout, spelling and
mechanics.
Define Your Purpose
1. What is the difference between
ageneral purpose and a specific
purpose?
2. What is credibility?
3. What four questions should you
ask yourself when trying
to
decide whether to
proceed
with
the
message?
2.
Analyze Your Audience
See your message from your receivers’ point of view: their
needs, interests, attitudes, even their culture.
• Views, mental, filters, needs, and culture
One person, member of group, laborer, superior,
colleague, subordinate, woman or man, longtime or new
customer, young, middle-aged, ….
• You audience even affects the choice of medium…
10
Develop an Audience Profile
Identify your primary audience
Determine audience size
Determine audience composition
Gauge your audience’s
level of understanding
Estimate your audience’s
probable reaction
Collecting Information Informally
•
•
•
•
Consider others’ viewpoints
Browse through files
Chat with supervisors or colleagues
Ask your audience for input
What Does Your
Audience Need?
• Have you provided all the required
information? (Ask who, what, when,
where, why, and how.)
• Is the information accurate?
• Is the information ethical?
• Is the information pertinent?
Let’s
Discuss
Select Appropriate
Channel and Medium
 What should you consider when deciding upon a
channel and medium?
 What is meant by media richness?
• Verbal, vocal, visual
• Feed back and personal interaction
 When would you choose a rich medium?
 Think of instances when you would use each of the
following:
– Video broadcast
– Memo
– Face-to-face meeting
Oral Media
• Oral communication includes
face-to-face conversations,
phone calls, speeches,
presentations, and meetings.
• Your choice of medium would
depend on audience, location,
message importance, and the
need for nonverbal feedback.
Written Media
• Written communication
includes letters, memos,
and reports.
• A form letter, memo, or
boilerplate message is
often used for routine
communication.
• Reports and proposals
are factual documents
distributed to insiders
and outsiders.
Let’s
Discuss
Electronic Forms
What are advantages and disadvantages
of each of the following? When would
you use each of the following?
Voice mail
E-mail
Teleconferencing
Video tape
Faxing
Web site
Computer
conferencing
Audience: Establishing a Good
Relationship
• Think about who you are and who your
audience is. (Be yourself.)
• Use the “you” attitude in all your
messages.
• Always emphasize the positive.
• Establish your credibility.
• Be polite.
• Use bias-free language.
• Project the company’s image.
Let’s
Discuss
Biases in Language
Give specific examples of how you can
eliminate these biases:
Gender
Disability
Racial and
ethnic
Age
Let’s
Discuss
Test Your
Knowledge
• What are the three steps in the writing
process?
• What two types of purposes do all
business messages have?
• What do you need to know in order to
develop an audience profile?
• How can you test the thoroughness of the
information you include in a message?
Let’s
Discuss
Test Your
Knowledge
continued
• What is media richness and how is it
determined?
• What is the “you” attitude and how does
it differ from an “I” attitude?
• Why is it important to establish your
credibility when communicating with an
audience of strangers?
Let’s
Discuss
Test Your
Knowledge
continued
• How does using bias-free language help
communicators to establish a good
relationship with their audiences?
• What are the main advantages of oral
communication? Of written media?
• What is boilerplate, and how is it used?
Thank You