INFORMATIVE AND POSITIVE MESSAGES

BUSINESS COMMUNICATION

Lecturer :

Novita Sari, Dr. E., S.E.,M.Si.

By :

Nabilah Fajrina C1C019028

ACCOUNTING STUDY PROGRAM

ECONOMICS AND BUSINESS FACULTY

BENGKULU UNIVERSITY

2020
"INFORMATIVE AND POSITIVE MESSAGES"

Informative and positive messages usually have several goals, as follows

The main purpose :
1) To provide good information or news to the reader or to convince the reader,
2) So that readers want to read our message, understand its contents, and see the information
positively,
Secondary purpose :
1) To build a good sender image.
2) To build a good image of the sending organization.
3) To strengthen the good relationship between the sender and receiver.
4) To eliminate the negative element pressure.
5) To reduce or eliminate future messages on the same subject.
Informative and positive messages are not always short. The length of the message depends on
your goals, the needs of the audience, and the complexity of the situation at hand.

Strategies for Writing Informative and Positive Messages

Most routine messages, good news, and good will are in demand by readers because they
contain the information needed to carry out business activities every day and are positive in
nature. If the messages do not require a specific thing, addressed to an audience with minimal
cultural differences, or an audience that tends to be interested in what is being conveyed or is
neutral, use a direct or deductive approach to organizing messages - business message.
Start with a clear statement of the main idea, follow with a detailed explanation, and end
with a statement of hospitality and the desired action.

Ordinary Media
In the office, most of the informative and positive communications are made through five
channels, namely face-to-face contact, telephone calls, instant messages, emails and letters.
1. Face to face contact
Some businesses encourage their employees to write fewer emails and stop by their
offices to conduct business activities. Business visits will be good at the following
times,
1. You know a colleague welcomes you,
 2. You are building a business relationship with someone,
3. A real-time connection saves many phone calls or e-mails, such as setting up a
meeting agenda,
4. Business that is run requires dialogue or negotiation,
5. Urgently needed something (like a signature)
6. Wisdom is very important and you don't want to leave a paper trail,
7. The situation is quite complex so
Use the following tips for effective face-to-face contact
1. Make sure the time is comfortable for the recipient,
2. If you are discussing something complex, enter documents that are relevant to
your hand,
3. Don't take the other person's room. Don't put your paper on their desk or table
without their permission,
4. Look for the "time to go" sign. Some people have limited tolerance with small
talk, especially when they are working hard on a task.
2. Phone Calls
Phone calls provide fewer contextual cues than face-to-face visits, but more cues are
electronic or paper messages. Phone calls are a good choice when
1. Tone of voice is considered important,
2. A real-time connection saves many phone calls or e-mails, for example settings
for meeting times,
3. You need something right away,
4. Don't want to leave a paper trail.
Use the following tips for effective telephone calls
1. Make sure the time is comfortable for the recipient,
2. Speak clearly, especially when giving your name and telephone number,
3. Use the information hook: "I'm calling ...."
4. Make short and friendly calls. If you need to leave a message, briefly deliver 1-2
sentences.
5. Focus on calls, don't do other work.
 3. Instant message
Previously short messages were only limited to students, but instant messages began
to gain acceptance in the business world. And because it's less annoying than phone
calls or visits, instant messages are good for running comments or questions related to
your work and your colleagues working together.

Writing Email, Letters, and Paper Memos

When thinking about business communication, many think of e-mails, letters and paper
memos. Two clear differences between e-mail and paper memo formats are that (1) paper memos
often have company names or logos, and (2) writers generally initialize the "From" line on paper
memos.
The difference in audience and format is the only difference between these documents.
All of these messages can be long and short, depending on how much to deliver and how
complicated the situation is. All of these messages can be informal when sent to people you
know well, or more formally when sent to someone you don't know, to several audiences, or for
notes. All of these messages can be simple responses that you can deliver in 15 minutes. E-mail
is usually used for the following purposes.
1. To achieve routine and non-controversial business activities. For example setting up
meetings or appointments, reminders, notifications, quick updates, sharing
information,
2. To save time,
3. To allow readers to handle messages comfortably, when time is not critical,
4. To save money,
5. To communicate accurately,
6. To provide the reader with details for reference or meeting,
7. To make a paper trail.

Managing Informative And Positive Messages

Using the appropriate pattern can help to arrange faster, make the final product better,
and show you know the convention. The following is what should be done
1. Make sure to understand the reasons behind each pattern so that you can modify the
pattern if necessary,
 2. Not every message that uses a template will have all the elements listed,
3. Sometimes you can present several elements in one paragraph. And sometimes it will
take several paragraphs for only one element.

How to Organize Informative and Positive Messages

Presenting an informative and positive message following the following,
1. Start with the good news or the most important information.
Summarize the main points. If the reader has raised the issue, make it clear that you
are responding.
2. Provide details, clarification, and background.
Answer all reader questions you might have, providing all the information needed to
achieve the goal. If you ask or answer several questions, give a number. Enumeration
increases the opportunity to give or receive all information. Presenting details in order
of importance to the reader or in several other logical sequences.
3. Present any negative element - as positive as possible.
There may be a limit policy, information may not be complete, the reader may have
to meet the requirements to get discounts or benefits. Make these negative things
clear, but present them as positively as possible.
4. Explain each benefit.
Most informative messages require benefits. Show that the policy or procedure helps
the reader, not just the company. In a letter, maybe you want to provide the benefits
of dealing with your company as well as the benefits of a product or a policy.
5. Use the end of goodwill: positive, personal, and forward-looking.
Change the emphasis away from the message to certain readers, suggesting that
serving the reader is your true concern.

Using Benefits in Informative and Positive Messages

Will require benefits when the following matters,
1. Presenting the policy,
2. Want to form an audience attitude towards information,
3. Benefits that emphasize the presentation of audience motives positively,
4. When there are benefits that are not clear.
 And not all informative and positive messages need benefits. For example when the
following situation,
1. Only present factual information,
2. There is no problem in the attitude of the audience towards information,
3. The benefits are clear.

Types of Informative and Positive Messages

Many messages can be informative, negative, or persuasive depending on what is
conveyed to the audience. And informative and positive messages are usually of the type of
delivery, confirmation, summary, adjustment and thank you notes.
1. Shipping
When sending something to the organization, attach a memo or mail that explains
what was sent. Arrange a memo or letter of delivery as below:
1. Tell the reader what you are sending.
2. Summarize the main points of the document.
3. Mark some information or special circumstances that will help the reader
understand the document.
4. Tell the reader what will happen later. Will you do anything? Do you want a
response? If you want the reader to act, clearly define what you want the reader to
do and give a deadline.
2. Confirmation
Informative messages occur mostly in oral conversations. These messages are
generally brief and the information is conveyed orally. The message starts by
clarifying the message is not a new message.
Example :
1. As we discussed by telephone yesterday ...
2. As I said yesterday ...
3. Summary
We may be told to conclude conversations, documents, or meetings for colleagues or
superiors. In the conclusion of the conversation for internal parties, identify:
1. People present
2. Topic discussed
 3. Results made
4. Who will do the next task
To conclude a document
1. Start with the main topic
2. Give supporting evidence and details
3. Evaluate if people ask to evaluate documents
4. Adjustments
When granting consumer requests for price adjustments, discounts, changes in place
or other benefits to deal with complaints, make it in one main sentence. Don't talk
about the process for making a decision. Don't talk about other things that sound
reluctant.
5. Acknowledgments
Send a thank you card to make people more happy to help in the future. The thank
you card can be brief, but it must be precise. Congratulations to someone can
strengthen the relationship between us and increase our existence.
Examples of informative and positive messages

Dear Ms. Nabilah Fajrina:

We are glad you have chosen our showroom for your furniture purchase. We hope you enjoy the
comfort, quality and affordable prices of your new mattress.
Isn't it nice to have furniture that is actually two pieces in one? Even in limited space, you can
offer a comfortable bed for your guests who stop by your house.

The new mattress you ordered has a special one-time offer. As a special gift to thank you, we
have ordered four beautiful pillows in the accent color that you like on your futon. They have
now arrived and are ready to be picked up. Come anytime this month to get it.

And did you know that we also sell coffee tables? New shipments in many beautiful colors and
elegant styles have just arrived. Maybe you want to add to your furniture collection.

I want to personally invite you to come and see the selection. I'm sure we can help you find a
table that matches your futon.

Best regards,
Showroom 127
 REFERENCE

1. Locker, Kitty O., Business and Administrative Communication, Irwin Mc. Graw-Hill,
International Edition
2. Locker-Kienzler., Business and Administrative Communicatio, Irwin Mc. Graw-Hill,
Eight Edition, 2008.