Even a quick memo can build goodwill.
Businesses rely on communication to aid in product creation, human resources, marketing, logistics and legalities. For some businesses, communication is their product. Other companies use communication strategies to maximize sales or productivity. Information technologies help business communicators execute strategy at the speed of light and to audiences of millions. The speed and visibility of communication might damage the image of businesses that fail to carefully craft comprehensive and positive messages.
Types of Business Messages
Business messages usually come in one of five forms: informative, positive, negative, persuasive and selling. The types of messages might mix, for example, a communication that persuades positively or inform the audience about a negative. Internal business communication happens between members of the same business, such as employees, supervisors or various departments. External communication provides a bridge between the business and the rest of the world. Proficient communication can raise productivity, gain customers and generate business strategy. Poor communication lowers morale, wastes time and causes confusion.
Building Goodwill
Business goes smoothly for companies that treat their customers and employees with respect. Goodwill messages use wording to create an aura of respect and thoughtfulness directed at the intended audience. Even messages that deliver bad news can build goodwill through constructive wording and an uplifting attitude. Messages that build goodwill anticipate and answer recipient questions. This completeness also saves time by avoiding confusion and back and forth messages. Elements of a goodwill message include the use of a "you" voice, positive emphasis and politeness.
Persuading
Advertising is a common form of persuasive business communication, but business communicators run into a variety situations that call for persuasive messages. Simple informative messages appear persuasive if you consider that they ask the audience to evaluate the information. Persuasive strategy includes analyzing what the business wants the audience to do, such as buy a product, watch a TV show, quit smoking, for example, anticipating audience objections and constructing a strong argument against any objections.
Business Reports
Businesses use reports to present collected information to interested parties. Business reports can be as formal as white papers or as informal as memos. The structure of the report dictates its level of formality. Highly formal reports have structural elements, such as executive summaries, tables of contents and title pages. Regardless of the formality level, it's important to clearly present all relevant information within the communication. Many businesses have long- and short-term strategies based on reports, market research helps plan everything from product development to advertising and target customers.
Tags: build goodwill, business communication, business communicators