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Lesson 5: Effective Communication

Getting Organized

The steps in the writing process may seem time consuming at first, but following these steps will save you time in the future. The more you plan in the beginning by reading and using prewriting strategies, the less time you may spend writing and editing later because your ideas will develop more swiftly.

Writing is another key piece of communication. However, writing does not have to be a complex process. Rather, it can be broken up into small steps that allow you to take something from a simple idea to a well written piece.

Here are the steps to organize your ideas:

Brainstorming

This part of the writing process allows you to narrow down what you want to write about and how you want to share that information. Writing is a complex task and using a list will ensure that you are creating a clear and easy to understand product.

It is critical for this part of the process that you know the purpose of the message, what visuals you want to include, and brainstorm anything else that comes to mind.

Focusing/Outlining

Now that you have an idea, you can begin to outline or focus on what to share about this idea. Think about your audience and ask yourself:

Q. What is their background?

Q. Why are they reading your document?

Q. What do they already know?

Q. What do they need to know?

Q. Do you have more than one target audience?

Here is a simple example of an outline:

• Main idea – Is social media harmful?
  •  Introduction
  • Give a brief history of social media
    • Provide examples of social media to reader
  • The advantages of social media
    • Proof or evidence on how it can help an office function
  •  The disadvantages
    • Proof or evidence on how it can disrupt an office function
  • How to use it
    • Steps on how it can be used safely in the work place
  • Conclusions
    • Summarize your opinion if social media should be used

This part of the writing process is  the heart of the message. It allows you to organize and create flow for you message.

First Draft/Evaluating

Once you have your outline, you will want to start putting your ideas into bullet points. It is ok to be messy and free flowing with your ideas at this stage. Avoid trying to write perfect sentences and even be open to writing spelling mistakes and proper grammar. This is the time to get your ideas onto paper and help create the skeleton for your ideas to come to life.

Revision

Now that you have your ideas laid out in bullet points, you will want to begin revisions. This process should be taken in smaller steps as well. For example, start with one task of making your bullet points or messy ideas into structured sentences. You can then go back and review for grammar and punctuation. By taking it one task at a time, you will be focused in and ensure that your draft will come together.

Using the PAIBOC you can being the revision process and focus on the meaning of the message. Once you finish the revision you want to ask yourself:

• Is the meaning clear?
• It is tactful? Is it complete?

Final Draft

This is the final version of your communication and will be your final draft to be shared with your audience. After you have checked for language, grammar and sentence structure you may want a fellow co-worker or colleague to read the draft. This can provide feedback to ensure that the ideas are clear and the audience knows what ideas you were trying to express.

Writing Persuasive and Goodwill Messages

Communication is impactful and you want to think about what you want to achieve from your words when creating a message. Messages are written for a variety of reasons include to share good news and persuade people.

Persuasive messages are meant to intrigue, inform, convince or call someone to action. A persuasive message should:

• Create a good impression of the writer;
• Build or establish a good impression of the writers’ organization;
• Develop a relationship between the writer and reader;
• And reduce barriers or noise around the subject.

Review the table below to show the four parts of a persuasive message

The six persuasive principles that influence human behaviour:

Figure 27.2: The six persuasive principles that influence human behaviour (Business Communication, 2019).

The ‘5 S’ Principals of Goodwill Messages

A goodwill message is a friendly and professional statement that creates a positive relationship with the reader. Keeping your message specific, sincere, selfless, short and spontaneous is an easy to follow structure for a goodwill message.

Figure 28.1: A summary of the 5 S’s of goodwill messages.

Specific – Be specific to the situation you are trying to address and be clear on your organizations purpose.

Sincere – Do not use clichés and write from a genuine place and use honest words.

Selfless – Put the spotlight on the reader and and leave yourself out of the conversation.

Short – Keep it simple and to point.

Spontaneous – Write your message so that it follows closely on the news that prompted it.

Common Communication

Communication takes place in many forms in the workplace. However some forms of communication are more popular than others.

The advantages and disadvantages of the four categories of business communications. (Business Communication Essentials, 2016).

Journal Entry Evaluation Rubric 

References

Ames, K. (2018). COMM12033 Speech & Script – Week 6: Genres of Speech – Corporate, CQUniversity Moodle.