Direct Order Strategy

Only available on StudyMode
  • Download(s) : 260
  • Published : November 29, 2012
Open Document
Text Preview
Methods of Development:

Writing Routine, Good-News, and Goodwill Messages

Most business communications can be prepared by following one of three patterns or methods of development: Direct Order, Indirect Order, or Persuasive Order. This lecture will discuss the direct order that is used for most routine, good-news and goodwill messages.

Learning Objectives:
□ To understand methods of development for writing routine business messages. □ To recognize structure of presenting routine messages. □ To identify situations which require the routine method of development.

Lecture Outline

Planning Your Message
Basic Components of the Direct Message Strategy
Examples of Routine Messages
Routine Request
Main Idea
Details
Close
Placing Orders
Requesting Action and Information
Making Claims and Requesting Adjustments
Requesting References or Recommendations
Routine Announcements, Replies and Positive Messages
Issuing Informative Messages
Requesting Information and Action
Claims and Adjustments
Recommendations and References
Announcements
Goodwill
Conclusion

Planning Your Message

Most business communications can be prepared by following one of three patterns or methods of development: Direct Order, Indirect Order, or Persuasive Order.

When planning your message, you should analyze your audience and choose an organizational approach that will effectively communicate your main idea.

Analyze the audience—ask yourself these important questions □ Who is the audience?
□ What are their needs?
□ What cultural differences exist?
□ What do I want them to do?
□ What tools will help persuade the audience?
□ Would emotional or logical appeals be best?

You should consider your audience’s demographics: age, gender, occupation, income, education, and other quantifiable characteristics. Also consider your audience’s psychographics: the psychological characteristics of a person such as personality, attitudes, and lifestyle. Satisfying audience needs is the most effective way to motivate your audience. Because needs differ, people respond to messages differently

Choose an organizational approach

□ Use the direct approach when
--Audience is objective
--Audience prefers to hear the “bottom line” first --Message is long or complex
--Corporate culture encourages directness
□ Use the indirect approach when
--Audience is negative
--Audience won’t object to indirect approach
--Message is short and clear

Top

Basic Components of the Direct Message Strategy

Main idea: Because you will use the diamond arrangement, the opening paragraph should be short. It should express the main idea as a positive message with the single most important idea, concisely stated. It should be a clear idea of the focus of the letter or memo. This is what the reader wants to know and what you want the reader to know. In a memo or e-mail, you expand the subject line into a topic sentence.

Remember, getting right to the point does not mean being abrupt or tactless. It’s important to use cordial statements such as please or I would appreciate.

Details: Middle paragraphs will be longer because they contain all the necessary information, questions, justification or explanation. This should satisfy the reader’s informational needs. Give all details necessary to support the main idea in your opening paragraph. Make sure this section is clear, complete and concise. Revise to eliminate repetition or wordiness.

Positive close: The closing paragraph will be a short paragraph. It could summarize the main point, indicate what should happen next, and/or highlight reader benefit. It should have a positive tone and...
tracking img