Describe successful strategies for sending negative messages on routine business matters

Quiz 6

Three steps writing process to negative messages

There are three steps in writing negative messages. The first step is planning, which

entails analyzing the situation by developing the audience profile such as the audience

composition, expectations and preferences. The other way of planning is gathering of

information by asking for audience input, reading any other related documents and talking with

coworkers and supervisors. It is also important to select the right media for passing the message

wisely because when passing negative messages it is always recommended to talk with the

audience face to face than using zoom meetings or sending emails because most of times the

people are not willing to hear the message. The other way is organizing the ideas in order like

starting with the main ideas and points and explaining them well in details and examples and

concluding with references and evidence then knowing when to use direct and indirect approach.

The second step is writing the message which entails composing the message and it should be

straightforward and clear to the point and positive statements should be used and all negative

statements avoided. The last step is completion of the message which entails revising the

message to ensure everything is clear, complete and all main ideas are well listed and explained

in details. Also produce clean documents free from typing and font errors and proofread to

remove all mistakes [ CITATION Pax11 \l 1033 ].

Describe successful strategies for sending negative messages on routine business

matters

When refusing routine requests direct approach is the best way to use unless in a situation

where you or the company has a relationship with the person making the request. Bad news

about transitions are not always expected and when such news are delivered one should first

explain the plan they have on solving the situation and when to repair whatever might be

damaged. When making negative announcements on routine business matters, indirect approach

is the best way to use because such news are usually unexpected even though they happen in

normal working days. For refusing claims and requests for adjustment, indirect approach is the

best way to use because people who make such claims are emotionally involved and they do

expect a positive feedback. For rejecting suggestions and proposals especially solicited