Download - CHAPTER 4&5 kombis fransisca hermawan
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Maria Rosari Oktaviani (2011-012-470)Amanda (2011-012-304)Jacqualine Angelina (2011-012-328)
CHAPTER 4 (PLANNING BUSINESS MESSAGES) & CHAPTER 5 (WRITING BUSINESS MESSAGES)
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Perencanaan (Plan)
Penulisan (Write)
Penyelesaian (Complete)
Menganalisa Situasi
Beradaptasi dengan penerima pesan
Merevisi Pesan
Mengumupulkan Informasi
Menyusun Pesan Menghasilkan Pesan
Memilih media yang tepat
Mengkoreksi cetakan percobaan pesan
Mengatur Informasi
Mendistribusikan Pesan
UNDERSTANDING THE THREE-STEP WRITING
PROCESS
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Menggunakan 3 Langkah dalam Proses Penulisan, dapat memaksimalkan alokasi waktu yang telah di rencanakan sebelumnya
OPTIMIZING YOUR WRITING TIME
Three-Step Writing Process
PlanningWritingCompleting
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Perencanaan mengurangi keraguan dalam menulis dan menghemat waktu dalam melakukan revisi.
Perencanaan yang matang memastikan pemakaian informasi yang tepat, dengan format yang tepat, dan sasaran pesan yang tepat.
PLANNING EFFECTIVELY
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Defining Your Purpose
- General Purpose
- Specific Purpose
ANALYZING THE SITUATION
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Developing an Audience Profile
1. Identifikasi Penerima Utama Pesan2. Menentukan jumlah data dan distribusi
geografis penerima3. Menentukan komposisi penerima4. Ukur tingkat pemahaman para penerima5. Memahami keinginan dan ekspektasi
penerima6. Prediksi reaksi penerima yang mungkin
terjadi
ANALYZING THE SITUATION
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Teknik informal untuk mengumpulkan wawasan dan memandu riset yang dilakukan:
Membayangkan perspektif penerimaMembaca laporan dan dokumen-
dokumen perusahaan lainnyaBertanya pada supervisor, teman kerja,
pelanggan, dan orang-orang dalam lingkungan kerja
Bertanya pada penerima informasi (audience)
GATHERING INFORMATION
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Jika penerima menginginkan informasi yang terlalu kabur atau berpengertian luas, maka informasi tersebut harus dipersempit dengan cara menanyakan kembali informasi dengan detail-detail tertentu.
UNCOVERING AUDIENCE NEEDS
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Menggunakan Discovery Techniques : Free Writing
FINDING YOUR FOCUS
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Menggunakan Journalistic Approach
5W + 1H
PROVIDING REQUIRED INFORMATION
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Memastikan informasi akurat
Memastikan informasi tersebut etis
Memastikan informasi berhubungan
PROVIDING REQUIRED INFORMATION
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ORAL MEDIA
WRITTEN MEDIA
VISUAL MEDIA
ELECTRONIC MEDIA
SELECTING THE RIGHT MEDIUM
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Tipe Media
Kelebihan Kelemahan
Oral • Mendapat tanggapan dengan cepat
• Terjadi interaksi• Dapat mengekspresikan emosi
dibalik pesan• Melibatkan bahasa tubuh dan
intonasi nada bicara
• Harus hadir ditempat
• Sulit dicatat (kecuali pembicaraan direkam)
• Kurang kontrol• Bila
terjadikesalahan sulit untuk diperbaiki
Tertulis (Written)
• Dapat direncanakan dan dikendalikan
• Penyampaian luas• Bisa dicatat• Meminimalisir terjadinya
kesalahan• Dapat digunakan untuk
menghindari interaksi langsung• Membantu mengontrol emosi
dalam menyampaikan penyampaian pesan, dan penyampaian ide yang kompleks
• Respon terbatas• Tidak melibatkan
bahasa tubuh• Butuh waktu untuk
mendistribusikan pesan
• Harus punya keahlian dalam persiapan dan produksi pesan
KELEBIHAN DAN KELEMAHAN MEDIA
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Tipe Media
Kelebihan Kelemahan
Visual • Penyampaian ide kompleks dan berhubungan dengan cepat
• Lebih mudah diterima • Mengurangi beban penerima
untuk mengetahui seluruh pesandan konsep pesan tersebut
• Butuh keahlian artistik
• Butuh waktu yang lebih lama
• Sulit untuk mengirim dan menyimpan pesan
Elektronik (Electronic)
• Penyampaian pesan yang cepat
• Penyampaian luas• Kekuatan untuk mempengaruhi
penerima• Dapat berinteraksi melalui
media sosial• Meningkatkan keterbukaan
organisasi dengan pihak eksternal
• Mudah digunakan secara berlebihan
• Beresiko merusak privasi
• Beresiko menimbulkan ancaman (Virus)
• Memunculkan masalah produktivitas
KELEBIHAN DAN KELEMAHAN MEDIA
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Capaian media (media richness)
Formalitas media (media formality)
Batasan media (media limitation)
Urgensi (urgency)Biaya-biaya (cost)Preferensi penerima (audience preference)
FACTORS TO CONSIDER WHEN CHOOSING MEDIA
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Recognizing the Importance of Good Organization
Mengorganisir informasi yang baik dapat membantu penerima informasi memahami dan menerima pesan dengan baik dan menghemat waktu
ORGANIZING YOUR INFORMATION
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Defining Your Main Idea
Beberapa teknik yang dapat digunakan untuk membantu menemukan ide-ide kreatifa. Brainstormingb. Journalistic Approachc. Question-and-answer chaind. Storyteller’s toure. Mind mapping
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Limit the number of support points, having fewer,stronger points is a better approach than using many weaker points
LIMITING YOUR SCOPE
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Direct approaches – start with main idea (recommendation,request,..) and follow with your supporting evidence.
Indirect approaches – start with evidence first and build your case before presenting the main idea.
CHOOSING APPROACHES
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Direct approach
indirect approach
Audience reaction
Eager/interested/pleased/natural
Displeased Uninterested / unwilling
Message opening
Start with the main idea,the request,or the good news.
Start with a neutral statement that acts as a transition to the reasons for the bad news.
Start with a statement or question that captures attention.
Message body Provide necessary details.
Give reasons to justify a negative answer. State or imply the bad news,and make a positive suggestion.
Arrouse the audience’s interest in the subject. Build the audience’s desire to comply.
Message close Close with a cordial comment,a reference to the good news,or a statement about the specific action desired.
Close cordially. Request action.
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Start with the main ideaState the major pointsProvide examples and evidence
OUTLINING YOUR CONTENT
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Building reader interest with storytelling techniques
STORYTELLING TECHNIQUES
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1. Using the “you” attitude2. Maintaining standards of etiquette3. Emphasizing the positive4. Using bias-free language
WRITING BUSINESS MESSAGES
ADAPTING TO YOUR AUDIENCE: BEING SENSITIVE TO AUDIENCE NEEDS
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Gender biasRacial and ethnic biasAge biasDisability bias
BIAS CAN COME IN A VARIETY OF FORMS:
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Establishing your credibility HonestyObjectivityAwareness of audience needsCredentials,knowledge,and expertiseEndorsementsPerformanceSincerity
Projecting your company’s image
ADAPTING TO YOUR AUDIENCE: BUILDING STRONG RELATIONSHIP
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1. Establishing your credibility2. Projecting your company’s
image
BUILDING STRONG RELATIONSHIP
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HonestyObjectivityAwareness of audience needsEndorsementsPerformanceSincerity
ESTABLISHING YOUR CREDIBILITY
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1. Using a coversational tone2. Using plain language3. Selecting the active or passive
voice
CONTROLLING YOUR STYLE AND TONE
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Understand the difference between texting and writing
Avoid stale and pompous languageAvoid preaching and braggingBe careful with intimacyBe careful with humor
1. USING A COVERSATIONAL TONE
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SimpleUnadorned style
2. USING PLAIN LANGUAGE
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1. Understanding denotation and connotation
2. Balancing abstract and concrete words
3. Finding words that communicate well
CHOOSING POWERFUL WORDS
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Choose powerful wordsChoose familiar wordsAvoid cliches and be careful with buzzwords
Use jargon carefully
FINDING WORDS THAT COMMUNICATE WELL
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Choosing from the four types of sentences
Using sentence style to emphasize key thoughts
CREATING EFFECTIVE SENTENCES
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1. Creating the elements of a paragraph
2. Choosing the best way to develop each paragraph
CRAFTING UNIFIED, COHERENT PARAGRAPHS
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Topic SentenceSuport SentenceTransitions
CREATING THE ELEMENTS OF A PARAGRAPH
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IlustrationComparison or contrastCause and EffectClassificationProblem and Solution
CHOOSING THE BEST WAY TO DEVELOP EACH PARAGRAPH
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Style sheets, style sets, templates, and themes
Boilerplate and document components
AutocorrectionFile merge and mail mergeEndnotes, footnotes, indexes, and table contents
USING TECHNOLOGY TO COMPOSE AND SHAPE YOUR
MESSAGES