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Effective communication is one of the most important prerequisites for business success. This is because, not only does it help to pass on important messages from top organs in an organization, but also in some instances, it can help to solve organizational problems, which may arise because of ineffective communication between the customer and management.
In this regard, for organizations to ensure customers receive both positive and bad-news messages correctly, there is a need for the application of correct strategies that will ensure customers are satisfied with the feedback they get from organizations.
The formulation of bad news messages is one of the most exigent tasks in business, owing to different interpretations that different customers will give the message. This, therefore, necessitates the application of correct communication strategies that will ensure the message achieves its desired goals.
It is advisable for the starting paragraph to cushion the negative message, whereby it should identify the main concerns of the message, hence provide a clear way to the main message without disorienting the customer. Also, the sender should ensure the introductory remark gives no clue of the nature of the message that will follow while taking note to avoid giving false encouragements to the reader.
Justifying reasons on the refusal should follow the introductory remark, whereby it is important to convince the readers how they will benefit from such declines. After the justification, the sender can convey the message. At this instance, it is important for the sender to use an indirect approach with the aid of positive words to ensure the message does not make the recipient be angry.
To make sure the message attains its desired goals, it is important for it to have counter proposals, which will act as an encouragement to the customer to avoid the development of negative feelings. To show the customer that the organization is caring for them, it is important to formulate a closing clause that will encourage positive feelings in customers. Encouragements can be in the form of counterproposals or resale opportunities.
For senders to avoid misinterpretation of their messages, right from the introduction, the sender should come up with a mechanism that will help to cover any bad news that the message carries. The second step involves a brief justification on why such a refusal occurred. In justifying this, it is important for one to apply a positive language, which is possible through suggesting a counterproposal or a resale.
This will ensure the alteration of the customers negative feelings, which may result due to bad messages. Finally, it is important to provide some encouragement to the receivers by showing the kind of advantages they can gain from such a decline, hence the need to apply courtesy principles.
Regardless of the approach chosen, it is important to ensure that the messages sent have the desired persuading power anticipated by the sender. This is possible through a clear and logical organization of ideas; hence, the need for proper planning. The shows exactly what the message carries hence should give clues of the ideas, products that the message carries.
To ensure it is persuasive, it is necessary to understand the receivers qualities as concerns likes and dislikes. Also, the outlines should be in a coherent manner; hence, ensuring they achieve unification of concepts.
In addition to ensuring the outlines are persuading, it is important for message senders to ensure their messages convey aspects of ethicalness and responsibility. This, therefore, necessitates the application of sincerity and truthfulness in communication. To avoid misinterpretation of messages, it is important for senders to avoid overstating messages by providing concise guidance on what the message means.
Logicalness is another important aspect of ensuring individuals maintain ethical standards, for it will help the receivers to encode and decode messages correctly. Also, senders should also ensure objectivity, and correct documentation of facts to help the readers differentiate between views and facts.
In conclusion, to ensure the message carries all its content and there is logicalness, it is advisable for individuals to revise their messages before sending them using the following steps. The first major step is to analyze the correlation between original goals and the drafted messages.
If the writer discovers some errors, then revision should follow to make sure the outline reflects what the sender desired to convey. The third main step is the rewriting process aimed at ensuring the message retains its focus and has all the desired facts; hence, the need to use smooth syntax. Finally, after doing all the adjustments, writers should re-read their information to ensure there are coherence and logicalness.
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