CheckPoint: Different Kinds of Messages
Please Read Each Point Carefully for Full Credit!
Although all business communication shares some common
characteristics, differences exist among different kinds of messages. Because
writers do not have a second opportunity to create a first impression, planning
what to say and how to say it is an essential first step in successful business
communication.
• Resources: Appendix A, Writing Different Kinds of
Messages, the River View Plaza
Digital Story printed transcript, and Model Documents Gallery
• Due Date: Day 5 [Individual] forum
• Review the Week Three reading Writing Different Kinds
of Messages to determine the most appropriate type of communication for
different types of messages.
• Write one or two paragraphs in which you address the
following points regarding your final project: What kinds of unwanted reactions
might you encounter when trying to convince the business committee to accept
your proposal for a new service? What steps can you take to ensure you convey
the purpose of your message to the audience?
• Review appropriate and inappropriate email samples in the
Model Documents Gallery at
• Draft an informative email to one person on the committee
and a positive email to another person on the committee. In the emails, explain
the purpose of your presentation. Explain how these two emails differ.
• Post the two messages, the possible unwanted reactions,
and the explanation of the difference between an informative and positive email
as separate attachments.
Summation
1. Use your Week 1
CheckPoint for this assignment. If you don’t have a Week 1 CheckPoint, write
one up because you’ve all been assigned a final topic.
2. Write one or two
paragraphs about the possible unwanted reactions from the committee members
regarding your final topic proposal.
3. Write what steps you
can take to make sure you convey the purpose of your message to the committee
members.
4. Write an informative
email to any one person on the committee. Explain the purpose of your
presentation.
5. Write a positive
email to any other person on the committee. Explain the purpose of your
presentation.
6. Write a paragraph
explaining the difference between an informative email and a positive email.
7. Use the Rubric as a
checklist to make certain the assignment is complete.
8. Attach the two
different emails and the two different write-ups to separate posts.
Unwanted reactions, steps to convey message.
One possible unwanted reaction from the committee
members that I can foresee would be boredom during my presentation. Another would be confusion as to how my idea
could be beneficial. Concern about the
cost to DigiFast or the other building occupants would be another. Some committee members may be concerned for
security for DigiFast’s secrets.
I would take several steps to convey my message. I would make sure to include positive points
on all issues that each committee member might have. I would keep a positive tone throughout my
presentation. I would highlight the
benefits to not only DigiFast but to the entire building. Since the presentation is visual I would
include pictures and clipart that portray positive emotions and actions. I would be prepared for any questions that
any committee member has. I would
include answers to as many expected questions as I could. One more step I would take to convey my
message would be to make sure my text is readable to all.
Two emails, explain purpose of presentation. Explain difference.
·
Informative email to manager, Mark Jackson -- Mark
Jackson, your manager: Mark was recently recruited from a major video marketing
company. He has an MBA from a prestigious university and two years’ work
experience. Mark cares about the bottom line—he favors creativity as long as
profit does not suffer.
·
Positive email to facilities manager, Steve
Taylor -- Steve
Taylor, facilities manager: Steve is responsible for overseeing the day-to-day
maintenance of the building, as well as renting available space to companies
compatible with the businesses in the building. Although he is friendly and
easygoing, Steve expects a job to be done right.
Hello Mr. Taylor
Facilities Manager
Facilities Manager
I am Susan
Eldridge, DigiFast’s Special Project Manager. I am responsible for overseeing all special
projects for DigiFast. I have a great
new idea for a company to occupy a space on the first floor that will benefit
the entire building. We are all aware
there are many unoccupied spaces in the building. Since you are the individual responsible for
renting out spaces, I have a presentation I would like to show you and the rest
of the building business committee. The
presentation will show you why I believe my idea will be beneficial to the
building as a whole, and will attract more businesses to the building.
Sincerely,
Susan Eldridge
seldridge@digifast.com
Susan Eldridge
seldridge@digifast.com
Hello Mark
DigiFast manager
DigiFast manager
This is
Susan Eldridge, DigiFast’s Special Project Manager. As you know, I oversee all special projects
for Digifast. I have a presentation I
would like to submit to the building business committee about a new idea I have
on a company that we can get to occupy a space on the bottom floor. It will increase moral among our employee’s
along with the rest of the building. It
will not cost DigiFast anything but my time to present my idea.
Thank you,
Susan Eldridge
seldridge@digifast.com
Susan Eldridge
seldridge@digifast.com
There were a couple of differences between my two
emails. On my positive email, I used a
more formal greeting. I used specific
language to convey excitement and positivity when speaking in my email. In my informative email I used a more normal
tone, kept it very short and straight to the point. For my manager I used a more informal
greeting. In both emails I made sure to
include something each one could relate to according to the introduction
paragraph given to me on the committee members.
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