Grossmont College Module 11 Collaboration Proposal Rejection and Memorandum

Planning the Message
Audience Analysis Checklist
What is my relationship to my audience?
Subordinate
Colleague
Superior
Client/Customer
Other: ___________________
What is my relationship w ith my audience?
Friendly and informal. I know my audience well We communicate often and have a social
business relationship.
Friendly and formal. We’ve met and have a cordial, business-like relationship.
Neutral or no relationship. I don’t know my audience personally.
Unfriendly or hostile.
Other:
What will my audience’s reaction to my message be?
Positive
Negative
Neutral
What factors in my company culture or other background information should I take into
account?
What factors in my audience’s culture or other background information should I take into
account?
c:\users\jcarc\documents\academics\bus 128 bus comm\canvas 16 week modules and documents\module 3\audience analysis checklist [blank worksheet].docx
Source: Rentz, Kathryn and Paula Lentz. Business Communication. 3e. New York: McGraw-Hill, 2015. Chapter 2, page 24, Exhibit 2-3.
What does my audience need to know?
What does my audience already know?
What do I want my audience to think, feel, do know, or believe as a result of my message?
_____________________ would be the best channel for delivering the message because
c:\users\jcarc\documents\academics\bus 128 bus comm\canvas 16 week modules and documents\module 3\audience analysis checklist [blank worksheet].docx
Source: Rentz, Kathryn and Paula Lentz. Business Communication. 3e. New York: McGraw-Hill, 2015. Chapter 2, page 24, Exhibit 2-3.
Writing a Negative Message
Buffer
Reasons
News
Goodwill and
Action:
With this outline in place, the message is formatted as a business letter or email, as the situation warrants.
Comments on Section
As Written
Buffer: First paragraph — Start the message with a
note that relates to the message, one that both agree
on.
Do not be so cheerful as to mislead the audience, nor
set a dark tone that may cause additional trepidation
in someone is about to be disappointed.
Reason: Second paragraph. It is so tempting to write
reasons for a no from the perspective of the sender.
“We are all full.” “Company policy says.” Reasons in a
negative message offer the reader a way to see it
from the writer’s standpoint. If the message is well
written, by the time the “no” comes, the receiver will
be in complete agreement.
Reason continued: Either second or third paragraph.
Here is the hardest part of the message. The reader is
likely anticipating being turned down by now. It is up to
the sender to make the “no” clear, but not harsh. This
may be done directly or with an Implied no.
One key issue to watch out for when delivering
negative messages in this way is that you might work
to avoid negative words so intently that you make the
message hard to understand.
Final paragraph: Encourages the relationship with a
specific note of goodwill. Provide a crisp reminder of
the action needed.
66
PLANNING THE MESSAGE BLANK WORKSHEET
Begin by planning the message:
Refer to Module 11: Communicating Different Messages (page 410) Planning Your
Communication Strategy Using a Problem-Solving Approach
What is the situation?
What are some possible communication strategies? What, if any, is your prior
relationship with them? What are your organizational, professional, and personal
contexts?
What is the best course of action?
C:\Users\Joann\Documents\Academics\Bus 128 Bus Comm\Canvas 16-Week Modules And Documents (FA2020)\Fillable Forms Worksheets\Using The Problem-Solving Strategy For Planning
The Message [BLANK WORKSHEET].Docx
What is the best way to design the chosen message?:
What is the best way to deliver the message?
C:\Users\Joann\Documents\Academics\Bus 128 Bus Comm\Canvas 16-Week Modules And Documents (FA2020)\Fillable Forms Worksheets\Using The Problem-Solving Strategy For Planning
The Message [BLANK WORKSHEET].Docx
Writing a Bad News Message – Refused Request – (ASSIGNMENT)
Purpose:
Someone has asked you for something, and you must refuse—a very common business situation.
Such messages are almost always negative, although they vary in degree of negativity. Usually in
such messages you have two goals:
1. to refuse, and
2. to maintain goodwill.
Before you write anything, you should think through the situation and work out a strategy—that
is, how you will explain or justify your decision.
Assignment Instructions:
This too is a communication necessary in conducting the company’s business.
The suggestions for writing these messages are much the same as for those types previously
discussed. The need for clarity, correctness, and courtesy should guide these efforts.
Before you write anything, you should think through the situation and work out a strategy by
answering the problem-solving questions on page 410 of the textbook. NOTE: I have prepared and
attached a fillable PDF form for you to use to work out your response strategy.
To write this message, writers should do the following:
•
•
•
•
•
•
•
•
Organize using the indirect order and the message plan(s) for a refused request message
Use a strategic buffer that is neutral and/or positive
Present the bad news positively
Choose the appropriate tone (casual, moderately formal, or formal)
Be clear and courteous
Order the information logically
Offer an alternative solution
Close in a way that is positive and builds goodwill
Review the examples of refusal of a request messages from the text.
Step 1: Review the Three-Part Writing Process in Module 2.0 beginning on page 57 in your
textbook. Plan your communication strategy using the Audience Analysis Checklist, Planning
Process Using the Problem-Solving Approach and Negative Message Outline worksheet(s)
attached below.
Step 2: Remember to also write the message using the appropriate word choice and tone skills
learned in Module/Chapter 2.0. Click here for a list of the word choice and tone learning outcomes
to meet when writing in business.
Review the Ineffective Message below carefully.
Take note of weaknesses/shortcomings in the ineffective refused-request indirect message below,
based on the following:
1.
2.
3.
4.
message plan for a bad-news indirect-order message;
the suggestions for developing the strategy using the indirect order for refused request
messages;
the appropriate format and message parts; and,
the appropriate writing style suggestions from Module/Chapter 2
Ineffective Message
Current date
Ms. Ashley Puckett, Manager
Desert Design and Contracting
202 New Stine Road
North Las Vegas, NV 89030
Dear Ms. Puckett:
Unfortunately, we cannot allow you to convert the lease payments you’ve been making on your
Canon X1000 color copier toward its purchase, much as we would love to do so. We understand that
you have been making regular payments for the past 14 months.
We operate under a firm company policy prohibiting such conversion of leasing monies. Perhaps you
have noticed that we offer extremely low leasing and purchase prices. Obviously, these low prices
would never be possible if we agreed to many proposals such as yours. Because we would like to
stay in business, we cannot agree to your request asking us to convert all 14 months of rental
payments toward the purchase of our popular new equipment.
We understand, Ms. Puckett that you have had the Canon X1000 color copier for 14 months, and
you claim that it has been reliable and versatile. We would like to tell you about another Canon
model—one that is perhaps closer to your limited budget.
Sincerely,
Planning Instructions:
1. Begin your planning by first preparing the Audience Analysis Worksheet attachment for the
scenario above…save the completed form using the following format: Lastname-FirstnameRefused Request Audience Analysis.
2. Next, plan your communication strategy using the Problem-Solving Approach Blank
Worksheet attachment…save the completed form using the following format: LastnameFirstname-Refused Request Planning Worksheet
3. Finally, prepare your Refused Request-Negative Message Outline Worksheet…save the
completed form using the following format: Lastname-Firstname-Refused Request Outline
4. Write an appropriate request refusal message for effective, positive communication, and
document format.
Submission Instructions:
1. Submit the Audience Analysis Worksheet, Planning the Message Worksheet, Negative
Message Outline, and your version of an effective Refused Request message as FOUR
separate files for grading.
Canvas Student Guides:
•
•
•
How do I submit an online assignment? https://community.canvaslms.com/docs/DOC-9539421241972
How do I upload a file as an assignment submission in
Canvas? https://community.canvaslms.com/docs/DOC-10663-421254353
How do I know when my instructor has graded my
assignment? https://community.canvaslms.com/docs/DOC-10664-421254358
Grading Rubric:
The grading rubric for this assignment is located at the bottom of this page.
Attachment(s):
Note: The Audience Analysis, Planning/Problem-Solving, and Message Outline worksheet forms
are available as a fillable PDF file.
1. Module 11 – Communicating Different Messages – Refused Request (ASSIGNMENT
INSTRUCTIONS)
2. Audience Analysis Checklist [FILLABLE BLANK WORKSHEET] [FA20].pdf
3. Using the Problem-Solving Strategy for Planning the Message [FILLABLE WORKSHEET].pdf
4. Negative Message Outline Worksheet [FILLABLE WORKSHEET] [SP21].pdf
11.6 Analytical Research Progress Report (ASSIGNMENT)
Purpose:
To show that you understand the research project’s purpose, that you have made good
progress by mid-semester, that you have a good sense of what remains to be done, and that
you’re headed toward a successful conclusion.
Assignment Instructions:
1. sing your word processing software, create a Memo Report to me reporting on your
progress to date on your research report or business plan.
2. Refer to the Case Illustration – A Memo Progress Report on a Class Project below as a
guide to formatting and using the appropriate headings (Rentz)
Submission Instructions (online):
1. Save the file using the following format: Lastname-Firstname-Progress Report
(For example: Carcioppolo-Joann-Progress Report).
2. Attach your assignment file as a Microsoft Word document and click submit using the
instructions on the Canvas Student Guide-How do I submit an online assignment?
Grading Rubric:
If a grading rubric is used for this assignment, it will be visible at the bottom of this page. Please
review it carefully before submitting your completed assignment to ensure you have met the
highest level of requirements for each component.
Canvas Student Guides:
•
•
•
How do I submit an online assignment? https://community.canvaslms.com/docs/DOC9539-421241972
How do I upload a file as an assignment submission in
Canvas? https://community.canvaslms.com/docs/DOC-10663-421254353
How do I know when my instructor has graded my
assignment? https://community.canvaslms.com/docs/DOC-10664-421254358
Attachment(s):