Indirectness of Bad-News Messages

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Table of Contents

Introduction
General features of business communication
Indirectness of bad-news messages
Conclusion
Bibliography

Introduction

In this research paper, we intend to discuss the peculiarities of business communication. In particular, the analysis will focus on bad news or negative messages and their indirectness. It is necessary to illustrate those cases when indirect or euphemistic expression of one’s ideas is the most appropriate variant. Furthermore, we need to draw examples, illustrating their structure and diversity. The task is to identify the strategies, which people employ in order not to sound dogmatic or rude. Yet, prior to doing it, we should first outline the most general features of business communication.

General features of business communication

It encompasses a wide range of human activities. Normally, workplace and inter-organizational conversations are held under constant time pressure, therefore, it is of vital importance that they are clear and concise (Hartley et al, 2002). Another property should not be overlooked: the thing is that individuals, involved in business communication have to avoid familiarity thus, formal and even official style is often an inherent characteristic of their speech. Still, major difficulties arise in connection with some negative responses, the necessity to refuse a person or to reprimand him. The manager or any other authority should first make oneself explicit but under no circumstances, this explicitness may offend or insult the employee, partner, customer, etc (Du-Babcock, 2006). For this purpose, indirect phrasing is most applicable. This also involves changes in the structure of the message that can be either written or oral.

Indirectness of bad-news messages

We can argue that the main objective is to retain the goodwill and benevolence of the interlocutor. In spite of a negative response, he or she must be inclined to cooperate with the company, firm, institution, and so forth (Lesikar et al, 2006). However, one has to admit that indirectness of bad-news messages is not always compulsory especially when the participants are reluctant to maintain relations with one another. Moreover, sometimes people try to sound as straightforward as possible to get their points across, but such occasions are very rare, usually, it is much more prudent to keep a discreet and well-balanced tone. On the whole, negative communications are very diverse; we can enumerate only some of them such as complaints, refusals, reproofs, denials, certain announcements that might not be very acceptable for other people.

In this regard, we need to say that anyone, who intends to make such a statement, must primarily reflect upon its effects as they may simply be devastating. There is no universal rule for delivering such messages because much depends on a specific situation.

However, there are some patterns, which can be applicable. We can speak about a three-part structure, comprising introduction or opening, the main body of the text, and follow-up. At the very beginning, one has to determine the subject; at this stage, one should be neutral and precise. This section shouldn’t contain any hint at denial or refusal, as this will immediately unsettle the recipient and may even distract his attention (Locker et al, 2004). As far as the main body of the text is concerned, we single out such requirements: first, the speaker or writer has to explain the reasons for discontent, inability to do something, the cause of delay, etc. The reader or listener has to understand that the inconvenience is connected with objective factors. The strategies that people can use vary according to the impact which they strive to produce. For example, the teacher who wants to propose some amendments to a students paper, usually starts with short praise, emphasizing the positive sides of the work. Theoretically, this aims to moderate negative impressions and stimulate the learner. Thus, we can suppose that bad news messages serve not only to inform but to motivate.

In turn, the follow-up has several inseparable elements: farewell bidding, encouragement, and reassurance. It is crucial to convince a person that the situation may be improved, and this is not a deadlock. Overall, exact phasing is heavily dependent on a persons mood, his or her attitude towards the partner, educational level, and ability to form one’s thoughts into words; these are the key determinants. In this regard, we should mention that oral communication usually sets higher standards because it is predominantly spontaneous, and is strongly influenced by the emotional state of mind. Consequently, the speaker has to take every precaution so that no conflict would occur. In contrast, written messages allow weighing up one’s arguments and advance them in the most adequate manner (Hartley, 2002).

Conclusion

To conclude, the indirectness of bad-news messages is normally due to the speakers desire to continue relations with his interlocutor (partner, subordinate, client, student, opponent, and so forth). Such communications have several properties: moderation, non-categorical attitude, tendency to encourage the recipient of the message, and account for the reasons of negative response. There is no exact structure that people should follow to the letter because the composition is shaped by the objective that people intend to achieve. Apart from that, it should be borne in mind that that negative messages are more difficult in oral conversation as it requires quick decision-making.

Bibliography

Du-Babcock. B (2006). Teaching Business Communication: Past, Present, and Future. The Journal of Business Communication. , 43 (3), p 253 -260.
Faulkner A (1998). When the news is bad: a guide for health professionals on breaking bad news. Nelson Thornes.
Hartley. P. Bruckmann. C (2002). ” Business communication” Routledge.
Lesikar. R. V (2006). Flatley M. E. Rentz. K. Business communication: making connections in a digital world. McGraw-Hill/Irwin.
Locker. K. Kaczmarek. S (2004). Business communication: building critical skills. McGraw Hill Professional.

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Indirectness of Bad-News Messages

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