This article focuses on choosing the appropriate and correct plan for your messages which is generally termed as basic organizational plan. It discusses what it is, and what is the criteria to choose and develop it.
The knowledge of how to plan your message makes it easy to come up creating good and effective messages. Likewise, the skill to organized the various parts of your message through the body of the letter is also as important as the content itself. By organizing your message in a professional manner makes it easy for the receiver to find the exact ideas which are supposed to be worth reaching at. This reflects your skill and professional caliber on the one hand, and your You-Attitude on the other. Moreover, it is the You-Attitude that determines the success of your communication through correspondence via letters or emails.
Below is a detailed discussion of the choice of organizational plan for creative effective messages, that are sure to bring you the desired feedback. The discusses mainly focuses on two basic types of organizational plan and their suitability to the type of the messages you intend to create.
Choice of Basic Organizational Plan
Your choice of Basic Organizational Plan depends on a number of factors: how you expect your reader or listener to react to your message, how much this person knows about the topic or situation, and what his or her cultural conventions are.
For letters and memos, you can choose one of four basic organizational plans: the direct-request, good-news, bad-news, or persuasive-request plan. The first two plans use the direct approach, which begins with the main idea; the last two plans use the indirect approach, which states the main idea later.
All these plans are flexible guidelines only, not rigid rules. Therefore, your own judgment must help you decide the best organization and content of your message. But for this purpose, you must take into consideration your audience’s views, conventions, knowledge, and culture.
Direct (Deductive) Approach
You can use the direct approach when you think your receiver will have a favorable or neutral reaction to your message, . Thus, you begin with the main idea. After this, you include all necessary details in one or several paragraphs, and end with an appropriate, friendly closing.
Use the direct-request plan when the main purpose of your message is to make a request that requires less persuasion; use the good-news plan to grant requests, announce favorable or neutral information, and exchange routine information within or between companies.
Indirect (Inductive) Approach
If you think your receiver might react negatively to your message, generally you should not present the main idea in the first paragraph. Instead consider beginning with a buffer-a relevant pleasant, neutral, or receiver-benefit statement; then give an explanation before you introduce your idea.
Many bad-news and persuasive-request plans use the indirect approach. The bad-news message is one of the most difficult to prepare because your reader may react negatively. Likewise, you may face resistance in the persuasive request . Even in good-news and neutral messages, some cultural communication conventions require an indirect approach. Goodwill and reader benefits are essential to these messages. Once you succeed in creating goodwill in the mind of the receiver, your chances of success in getting your goal, increases. And the best way to do this is to highlight the benefit and interest of the reader.
If you have any questions or suggestions regarding the choice of basic organizational plan for official correspondence through letters or emails, Please feel free to leave your feedback in the comment section below. Thank You!