Crafting Brief Messages, Essay Example

Routine and Positive Messages

In writing routine and positive messages there is an essential three step approach

Step 1 Planning the Message

When planning out routine and positive messages it is best to take a few minutes analysing the situation and considering the purpose that the message will convey. Next is to get all the information together that the audience will need in order to be informed. Third ensure that the right medium has been selected for the intended audience. Finally make sure the entire message is organized properly defining the main idea and scope of the communication.

Step 2 Writing the Message

This is making sure that the message has a positive spin, remains polite and free from any bias or negative connotations. In order to bond with the audience ensure you have the right credentials for both yourself and the Company; image is very important. Decide on the tone of the message whether formal or informal is required, it should be customized to fit the occasion.

Step 3 Completion of Message

Ensure that the message is proof read and edited to ensure that it is fit for purpose. Edit or rewrite sections if considered appropriate. Examine grammar constructs and ensure the wording is concise and unambiguous. Quality of final reproduction is important as poorly crafted messages reflect poorly on both the writer and the Company. (Concinc, 2012)

Messages for Electronic Media

There are a lot of choices for writing messages via electronic media. These include e-mails, blogs, wikis, instant messaging etc. These messages are virtually instantaneous in communication. It is therefore vitally important that they are carefully read before sending them out. Correcting erroneous electronic messages can prove to be a difficult task. There is also the question of security and confidentiality of the information being transmitted. It is wise to either password protect or encrypt messages of a private or confidential nature. (Concinc, 2012).

Writing Negative Messages

There is essentially a three step approach in order to write a negative or bad news message. There are numerous circumstances where this may prove necessary i.e. Employee termination, Appraisal process, breaking bad news etc.

Step 1 Plan the negative message

Decide whether the message will be simple or complex. Gather all of the required information to convey the message. Make sure the message is empathetic and polite delivering the bad news whilst remaining detached. Ensure the wording is clear and unambiguous.

Step 2 Writing the Negative message

Choose your words carefully and ensure that the meaning is the correct interpretation. Avoid any misleading statements or ambiguity. Although the message is negative in outcome try to remain positive by nature in terms of conveying the message i.e. avoid being a doom merchant.

Step 3 Completion of the negative message

First do a completeness check in order to ensure that there are no errors. It is then wise to undertake a reaction test by reading the message to a neutral party and measure the reaction. You can then modify the tone if needed. Be empathetic by nature and allow time to answer questions from the audience you are delivering the message to. Such messages should also be delivered in a prompt manner in order to prevent ‘leaks’ and the recipients hearing rumours or the message itself prior to your delivery of same.

References

Concinc. (2012, 6 26). Writing Positive Message. Retrieved from Concinc: http://elle.baxpace.com/Business%20Communication/Business%20Communication%20eBook/10_BC_Chapter8.pdf