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 1. Plan 2. Write 3. Complete Explain the three steps of the writing process:

The Three-Step Writing Process Planning 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. Writing 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?

10 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…

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 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?

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 Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss

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.

Electronic Forms Voice mail Teleconferencing Video tape Web site Computer conferencing Faxing What are advantages and disadvantages of each of the following? When would you use each of the following? Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss

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.

Biases in Language Give specific examples of how you can eliminate these biases: Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Let’s Discuss Age Gender Disability Racial and ethnic

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 Let’s Discuss

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 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? Let’s Discuss Let’s Discuss Test Your Knowledge continued

Thank You