1.1 What are the three basic purposes of business messages? 1.3 What does PAIBOC stand for? 1.4 Why do writing and speaking become even more important as people rise in the organization? 1.5 If you’re just looking for a low-level job, why is it still useful to be able to write and speak well? 1.6 Why do you need to understand the purposes, audience, and context for a message to know whether a specific set of words will work? 10 attachments Slide 1 of 10 attachment_1 attachment_1 attachment_2 attachment_2 attachment_3 attachment_3 attachment_4 attachment_4 attachment_5 attachment_5 attachment_6 attachment_6 attachment_7 attachment_7 attachment_8 attachment_8 attachment_9 attachment_9 attachment_10 attachment_10 Will I really have to write? LO 1-1 Yes. A lot. Claims that people can get by without writing are flawed. Claim 1: Secretaries will do all my writing. Reality: Because of automation and restructuring, secretaries and administrative assistants are likely to handle complex tasks such as training, research, and database management for several managers. Managers are likely to take care of their own writing, data entry, and phone calls. 12 Claim 2: I’ll use form letters or templates when I need to write. Reality: A form letter is a prewritten fill-in-the-blank letter designed to fit standard situations. Using a form letter is OK if it’s a good letter. But form letters cover only routine situa- tions. The higher you rise, the more frequently you’ll face situations that aren’t routine and that demand creative solutions. Claim 3: I’m being hired as an accountant, not a writer. Reality: Almost every entry-level professional or managerial job requires you to write e-mail messages, speak to small groups, and write paper documents. People who do these things well are more likely to be promoted beyond the entry level. Claim 4: I’ll just pick up the phone. Reality: Important phone calls require follow-up letters, memos, or e-mail messages. People in organizations put things in writing to make themselves visible, to create a record, to con- vey complex data, to make things convenient for the reader, to save money, and to convey their own messages more effectively. ‘If it isn’t in writing,’ says a manager at one com- pany, ‘it didn’t happen.’ Writing is an essential way to make yourself visible, to let your accomplishments be known. What does communication accomplish? LO 1-3 Management happens through communication. According to Henry Mintzberg, managers have three basic jobs: to collect and convey information, to make decisions, and to promote interpersonal unity—that is, to make people want to work together to achieve organizational goals. 13 All of these jobs happen through communication. Effective managers are able to use a wide variety of media and 6 / 554 > Module 1 Business Communication, Management, and Success 7 President Figure 1.1 The Internal Audiences of the Sales Manager-West To superiors VP production VP marketing VP sales VP finance VP human resources To peers Sales manager East Sales manager Midwest Sales manager West Sales manager International District 1 manager District 2 manager District 3 manager To subordinates Sales rep Sales rep Sales rep Sales rep Sales rep M strategies to communicate. They know how to interpret comments from informal channels such as the company grapevine; they can speak effectively in small groups and in formal presentations; they write well. Communication—oral, nonverbal, and written-goes to both internal and external audiences. Internal audiences (Figure 1.1) are other people in the same organization: subordinates, superiors, peers. External audiences (Figure 1.2) are people outside the organization: customers, suppliers, unions, stockholders, potential employees, government agencies, the press, and the general public. Unions Subsidiaries Professional services (auditors, legal, etc.) Figure 1.2 The Corporation’s External Audiences Source: Daphne A. Jameson. Customers Clients Suppliers Vendors Stockholders Investors Lenders Distributors Wholesalers Franchisees Retailers Agents The corporation Employment agencies Legislators Government agencies, regulators, offices The courts The general public Potential employees Potential customers Potential stockholders Foreign governments and offices Special interest Trade associations The media groups Competitors Other businesses and industries B < 7 / 554 > Til < Site to See Go to www.teslamotors.com Word-of-mouth rather than traditional advertising has fueled sales of Tesla Motors' electric cars. The Importance of Listening, Speaking, and Interpersonal Communication Informal listening, speaking, and working in groups are just as important as writing formal documents and giving formal oral presentations. As a newcomer in an organization, you'll need to listen to others both to find out what you're supposed to do and to learn about the organization's values and culture. Informal chitchat, both about yesterday's game and about what's happening at work, connects you to the grapevine, an informal source of company information. You may be asked to speak to small groups, either inside or outside your organization. 14 Networking with others in your office and in town and working with others in workgroups will be crucial to your success. Instant Replay Internal and External Audiences Internal Audiences Are other people in the same organization: subordinates, superiors, peers. External Audiences Are people outside the organization: customers, suppliers, unions, stockholders, potential employees, government agencies, the press, and the general public. The Purposes of Messages in Organizations Messages in organizations have one or more of three basic purposes: to inform, to request or persuade, and to build goodwill. When you inform, you explain something or tell read- ers something. When you request or persuade, you want the reader to act. The word request suggests that the action will be easy or routine; persuade suggests that you will have to motivate and convince the reader to act. When you build goodwill, you create a good image of yourself and of your organization—the kind of image that makes people want to do business with you. Most messages have multiple purposes. • When you answer a question, you're informing, but you also want to build goodwill by suggesting that you're competent and perceptive and that your answer is correct and complete. In a claims adjustment, whether your answer is yes or no, you want to suggest that the reader's claim has been given careful consideration and that the decision is fair, businesslike, and justified. • To persuade, a résumé gives information to prove that you're qualified for the job and uses layout to emphasize your strong points and build a good image of you. . Purchase answer to see full attachment Tags: BUSINESS MESSAGES PAIBOC stand lowlevel job Student has agreed that all tutoring, explanations, and answers provided by the tutor will be used to help in the learning process and in accordance with our company'shonor code & terms of service.