Transcript BCP_2.3_The Communication Process and Writing

Chapter 1
Business Communications


It is the transfer or exchange of thoughts,
information, ideas, and feelings by speech,
writing, or signals between at least two
people.
In today’s workforce, the quality of your
communication will have direct bearing on
your success on the job.

Provide factual information

Inform readers about or provide information

Clarify and condense information

State precise responsibilities

Persuade and make recommendations

Sender has an idea

Sender encodes the idea

Sender transmits the message

Receiver gets the message

Receiver decodes the message

Receiver sends feedback
FEEDBACK
REACTION
IDEA
MESSAGE
SENDER
AUDIENCE
Chapter 1

The situation of communication includes
what is happening and where it is happening.
◦ School – classroom, lunch table, hallway
◦ Church
◦ Home – dinner table, in front of tv, between
sibilings
◦ Telephone
◦ Blog


The sender is the person who is speaking,
writing, or typing.
The background and experiences of the sender
always affect the message.
◦
◦
◦
◦
◦
◦
◦
◦
You
Your parent/grandparent
The teacher
Your BFF
Casual friends
Boyfriend/girlfriend
Principal
Boss



The receiver of the message is the audience.
The audience could be one person or thousands.
Two groups of audiences:
◦ Specialists
 Principal to teacher(s)
 Nurse to doctor(s)
 Computer tech to computer tech(s)
◦ Generalists
 Computer tech to teacher(s)
 Doctor to patient(s)
 Principal to parent(s)


The message is the information and ideas
relayed by the sender to the audience.
If the message is communicated in an unclear
manner, it can cause workers to waste time,
materials, and money.

While there are many purposes to consider,
the basics are:
◦
◦
◦
◦
Socialize
Inform/Report
Persuade
Request
Chapter 1: Communicating Messages
Effectively


Communication is
effective if
something
happens as a
result.
Effective
communication is
an interactive
process



Sender must analyze (study) the audience.
THEN…
Sender must adapt (adjust) the message.






What form should the message take?
How will the audience use the message?
Will the audience want to hear, read, or listen to
my message?
Will a visual help?
How can I design a user-friendly page?
How can I convince the audience to do what I
want?
Chapter 1
Revising
Planning
Writing


Written messages
are planned so that
the sender says
exactly what they
want to say to the
receiver.
Do your planning
before you begin
writing
Revising
Planning
Writing

Requires the following:
◦
◦
◦
◦
Analyzing the audience
Determining the purpose
Collecting information
Selecting and organizing information


The secret to
success is…
do it wrong the
first time.
Professional
writers prepare
many drafts with
the help of
editors and
proofreaders.
Revising
Planning
Writing

Write without breaks
◦ Stopping to edit breaks your train of thought



Don’t stop to read what you have written
If you don’t know how to spell a word, do your
best and correct it later
If you don’t know the right word, use the wrong
one – you can fix it later
JUST KEEP WRITING TO THE END
Edit and revise later!


Writing effective
messages requires that
you edit: check,
proofread, and revise.
If you use a word
processing program
(such as MSWord)
editing is easier using
Spell Check and
Grammar Check.
Revising
Planning
Writing



Let time pass between writing and revising
because your eyes will see what your brain wants
on the paper, not what may actually be there.
Read messages aloud to yourself. Sentences may
look fine but sound wrong.
Ask teachers, parents, and friends to read your
work so that they can also supply feedback and
corrections.