Planning a business message is the first step in ensuring that the organization’s goals and objectives are achieved. Prior planning prevents failure and, therefore, planning before- hand the intended purpose of the business message is very helpful (Courtland & Thill, 2008). To ensure that one gets the right message across, research has to be done or carried out. This is with the intention of finding out if the organization is capable of carrying out or handling the intended message. If members of the organization agree with the intended message, it is okay to carry on.
If the intended message does not augur well with some of the members of the organization, it is important that whoever is in charge goes back to the drawing board to re-evaluate the proposal. When the research is being carried out, the intended audience should have a say in the matter. This is to prevent little or no satisfaction from members of the group after the message has been put across. After the intended message’s information has been analysed and gathered, it is tantamount that it, the information, be organized orderly (Courtland & Thill, 2008). This is so that it may support the intended message completely.
The next stage is the writing stage. This is where the information being planned is adapted. It should be adapted to the intended audience with consideration to their needs (Courtland & Thill, 2007). Communicating to the audience in a polite manner is the best way to go about this. Adopting a ‘don’t care’ mentality is not how to go about this because the audience may not be responsive. The message should be written in a manner that suggests or oozes positivity because the intended audience is much connected to the business as much as the person writing the message. It should also be unbiased. This suggests that the language used to communicate the message should not be for a specific group of people rather, should cover everyone in the organization. The use of a good tone when writing the message is also needed. Good tone use in a message could indicate that the writer is appreciative of the audience intended. If the tone comes off as being harsh, the audience might think they are unappreciated and, therefore, may not be as productive as they ought to be (Courtland & Thill, 2007). Feeling appreciated in any job description means that one may consider putting in extra effort just to be acknowledged. This means that the organization may benefit tremendously from the extra and hard work. The words chosen when drafting a business message could also be very helpful in communication. Strong and positive words may help the message have a very strong impact and can come off as being coherent (Courtland & Thill, 2007). Addressing the audience in a manner to suggest that they are slow may take the seriousness out of the message. They may also not take it very lightly to the fact that they are being thought of as being slow. The completion of the message is the third, final stage. This stage involves other