Merencanakan Pesan Bisnis

Tiga Tahap Menulis Pesan

•Step 1: Planning business messages

  To plan any message, first analyze the situation by defining your purpose and developing a profile of your audience.

  Next, select the right medium (oral, written, visual, or electronic) to deliver your message.

•Step 2: Writing business messages

Build strong relationships with your audience by establishing your credibility and projecting your company’s image.

•Step 3: Completing business messages

After writing your first draft, revise your message by evaluating the content, reviewing readability, and then editing and rewriting until your message comes across concisely and clearly, with correct grammar, proper punctuation, and effective format. 

Menentukan Tujuan Pesan

•All business messages have a general purpose: to inform (informasi), to persuade (ajakan), or to collaborate (kolaborasi) with your audience.

•Test your purpose by asking four questions:

1.Will anything change as a result of your message?

2.Is your purpose realistic?

3.Is the time right?

4.Is your purpose acceptable to your organization?

Membangun Profil Audiens

•Identify your primary audience (penerima pesan utama)

•Determine audience size and geographic distribution (luas dan distribusi pesan)

•Determine audience composition (budaya, sosial, pendidikan, pengalaman)

•Gauge audience members’ level of understanding (tingkat pendidikan)

•Understand audience expectations and preferences (jabatan tinggi, less time to read)

•Forecast probable audience reaction (berikan kesimpulan dan harapan)

Mengumpulkan Informasi

•Consider other viewpoints (jadilah seperti orang yang menerima dalam thinking, feeling, atau planning).

•Read reports and other company documents (laporan keuangan dan sumber data memperkuat kredibilitas).

•Talk with supervisors, colleagues, or customers (cari info tambahan yang mungkin diperlukan).

•Ask your audience for input (tanya penerima pesan informasi yang mereka butuhkan). 

Menyediakan Informasi yang Diperlukan

•One good way to test the thoroughness of your message is to use the journalistic approach: Check to see whether your message answers who, what, when, where, why, and how.

•Be Sure the Information Is Accurate (akurat) à reputasi

•Be Sure the Information Is Ethical (etika) à kejujuran

•Be Sure the Information Is Pertinent (fokus) à prioritas informasi

  

Memilih Medium yang Tepat

Oral Media (face-to-face conversations, interviews, speeches, and in-person presentations and meetings)

•(+) useful for encouraging people to ask questions, make comments, and work together to reach a consensus or decision.

•(-) if you don’t want a lot of questions or interaction, oral media can be an unwise choice.

Media Tertulis

•Memos are used for the routine, day-to-day exchange of information within (di dalam) an organization.

•Letters are brief written messages sent to recipients outside (di luar) the organization.

•Reports and proposals are usually longer than memos and letters, although both can be created in memo or letter format.

  

Media Visual

•Diagrams, symbols, and other images can lower communication barriers by requiring less language processing.

•Visual images can be easier to remember than purely textual descriptions or explanations.

•Effective at describing complex ideas and processes because they can reduce the work required for an audience to identify the parts and relationships that make up the whole.

Media Elektronik

Using electronic media can increase the excitement and visual appeal with computer animation, video, and even music.

-Electronic versions of oral media (telepon, teleconference)

-Electronic versions of written media (e-mail, instant media chatting)

-Electronic versions of visual media (Ms. Power Point, vlog, animasi)

  

Faktor yang harus diperhatikan dalam memilih media

•Media richness.

Richness is a medium’s ability to

(1) convey a message through more than one informational cue (visual, verbal, vocal),

(2) facilitate feedback, and

(3) establish personal focus.

•Message formality.

Your media choice governs the style and tone of your message.

•Media limitations.

Every medium has limitations.

•Sender intentions.

Your choice of medium influences your audience’s perception of your intentions.

•Urgency and cost.

Don’t forget to weigh cost against speed.

•Audience preferences.

Make sure to consider which medium or media your audience expects or prefers.

  

Mengorganisasi Informasi

Define your main idea (topik)

• Limit the scope (batasan)

• Choose the direct or indirect approach (pendekatan)

• Group your points (buat outline)