Message Formats

صفحه 1:
‎Oeworenda‏ و ‎> Getto the ‏معط راون سس امم‎ betters ‎> Ieoportant icPorsaiivg is streacliced Por the reader © G-wuil ‎> IPod ‏ی اوه یل ‎Oxy‏ > ‎Letters‏ © ‎> Port ‎>» Osndly oly vor poe ‏یه ‎rity Overt‏ - 6 وان 

صفحه 2:
® osiive posted should uppear bePone veqaiive cote > Qosiive inPorcvatiod — pheouses recder x 00 ‏صا یبد رت بطم - موه مممج() خ‎ read یه مس بط - 6 وان 

صفحه 3:
منم عروم توت ان بو و ‎Oext thought wil be received ia a wore revepive wood‏ > ‎Odddiiccdl houghis wil be received wore Pavorebly‏ > ‎Dre wore postive the inPorsvation, the wore positive cot‏ > stegoger pour fooguage should be * Ruch the toportiare oF the itecos Prow reader's: ۰ Ovnl ‏اه جد سكسك‎ * Onte txxstiows ‏تا و تلا مس‎ یه مس بط - 6 وان 

صفحه 4:
© Con cary ‏سوه ار و او وه ماد‎ ‏روم ما‎ 795595 ‏مشق و‎ cootedt cord ‏امه‎ is ber * Order ‏شوه وه وم لوا موه‎ ~ (Requests Por credit icPoreatica © Ose the direct upprouk > Report the wost ineportadt icPorcvation Pirst > Ose swoontk trocsitivas یه ‎rity Overt‏ - 6 وان 

صفحه 5:
© Oust devide whether to use direct or ietirect pryizatiod > Oves inPorwation pr porasivd justify direct opproack? > Oves persou prePer o direct opprowh? > Is the wessaye ‏رش‎ “busicess ‏جد‎ usu’? ® Ose dient upprouck oly iP coswer to oll oP the ubove quesiives is “yes” © ‏موسرم سل‎ is the surest یه ‎rity Overt‏ - 6 وان 

صفحه 6:
‎Crepes ceyive wessayes Pollowiery the direct‏ و ‎prypizaiog wethod by:‏ ‎Ploctogy cegetive icPorenatiod First‏ > امس ‎Orlveriog the oeyaive iPorcwativa‏ > یل ‎Givieg necsves thot support the‏ > ‎Cochidiagy soe postive iPoreatios‏ © سس رولمیمج) < ‎cooticued yooduil‏ ۲« بجاو < ‎ ‏یه مس بط - 6 وان 

صفحه 7:
> OP wessu ovotiies ve yaive potest, esophosize the routice ‏مره‎ OP wes > Ova’ express the rouitur uspect oP wessuge wheo wessuye is wousud ced iodivicdueally excites to rece یه ‎rity Overt‏ - 6 وان 

صفحه 8:
® Orevives > Cotercal wessuyes issued to ewplopers te idecihy desired ‏ما ول و‎ ۰ ‏و‎ que drevioa ‏وی ای ای از زو سس روپ تا‎ ‏اجه‎ ced to whick they ooo rePer over fe > Oswrly Pollow the direct upprouck © Qa purpose tb drew bekwr (deal ‏یی زو رسای را ایب روا ری تب‎ یه مس بط - 6 وان 

صفحه 9:
© recs > Presedt the roivode bebied the dicecive " ‏ماوق‎ Por desired behavior 2 ‏امي ان مسا ووو‎ ‏كيجا اموستدةمص ب صلمن اصن[ ا‎ ۰:0 ‏ملا‎ Ua GA: ‏و ات سین‎ ‏تسج‎ ‎1 ۳۹ ‏ی‎ یه مس بط - 6 وان 

Message Formats  Memoranda   Get to the point more quickly than letters Important information is streamlined for the reader  E-mail   Informal May include attachments  Letters   1 Formal Usually only one page Chapter 5 - Writing Direct Messages The Direct Approach  Sender’s primary goal agrees with receiver’s primary goal  Immediately and clearly presents your main or most important thought  Positive content should appear before negative content    2 Positive information – pleases reader Neutral information – neither positive or negative Negative information – reader will not want to read Chapter 5 - Writing Direct Messages Delivering Positive Information  Start    with most positive information Next thought will be received in a more receptive mood Additional thoughts will be received more favorably The more positive the information, the more positive and stronger your language should be  Rank the importance of the items from reader’s  Omit extraneous information  Write transitions from thought to thought 3 Chapter 5 - Writing Direct Messages viewpoint Delivering Neutral Information  Can carry information of equal or higher importance than positive messages  Emotional content and involvement is lower   Order acknowledgments or inquiries Requests for credit information  Use   4 the direct approach Report the most important information first Use smooth transitions Chapter 5 - Writing Direct Messages Delivering Negative Information  Must decide whether to use direct or indirect organization    Does information or occasion justify direct approach? Does person prefer a direct approach? Is the message routine, “business as usual”?  Use direct approach only if answer to all of the above questions is “yes”  Indirect approach is the safest 5 Chapter 5 - Writing Direct Messages Delivering Negative Information  Prepare negative messages following the direct organization method by:       6 Placing negative information first Delivering the negative information gently Giving reasons that support the decision Including some positive information Sounding sincere Working for continued goodwill Chapter 5 - Writing Direct Messages Additional Direct Information Messages  Routine  Messages Occur at periodic intervals  Quarterly reports  Progress reports   7 If message contains negative content, emphasize the routine aspect of message Don’t express the routine aspect of message when message is unusual and individually exciting to reader Chapter 5 - Writing Direct Messages Additional Direct Information Messages  Directives  Internal messages issued to employees to identify desired or undesired behavior  To give direction  To provide written record to which employees can be held accountable and to which they can refer over time  Usually follow the direct approach  Main purpose is to direct behavior  Identify behavior clearly and firmly at beginning of message 8 Chapter 5 - Writing Direct Messages Additional Direct Information Messages  Directives  Present the rationale behind the directive  Explanation for desired behavior  Support explanation with reasons  Include a motivational thought  Be careful not to undermine your authority, your tone of firmness, or appear too friendly  Use an impersonal tone with few adjectives, similes, metaphors, or colorful language 9 Chapter 5 - Writing Direct Messages lose warm or adverbs,