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Strategic Communication (Organisational (Barrier (Context (Awareness of…

- - - - Logos (logic): reason, facts, evidence
      - Ethos (knowledgeable/benevolent): authority, trust, credibility, position
      - Pathos (psychological appeal): emotions, feelings
      - Mythos (cultural background appeal): similarity, likeness, relations
    - - Statement of fact (true/false claim)
      - Statement of value
      - Statement of policy (should/shouldn't be done)
  - - - Audience, intended/unintended purpose
    - - Written paragraph:
        topic sentence (premise), body (support)
    - - Refine: Controlling idea (focus on particular point)
- - - - Timeliness/currency, impact, uniqueness/weirdness, conflict, proximity and celebrity/prominence
    - - Company letterhead (logo, address, website), news release (document top to clearly identify as news/media/press release), headline (concise statement summarising announcement), date/location (where news issued), content with first paragraph/lead (most important aspects like who, what, when, where, why, how), content section end (marked by notation like ### or <End>), boilerplate (summary description of organisation), media contact (contact points for media with name/designation/phone/email of media liaison officer)
      - Inverted pyramid structure (information from most important to least)
      - Element: timing (immediate/embargoed), date, headline, content, end, media contact, boilerplate
      - Succinct/Eye-catching headline (essence of announcement), lead/first paragraph (most important, who/what/when/where/why/how), quote (provide insight/opinion and not information, human angle to news), concise/factual, save details for annex
  - - - Objective (secure journalist’s attendance at specific event), content (summarise nature of event/significance, without giving away announcement to be made at event), list other pertinent information (e.g. programme, dress code, directions/map), deadline/contact details for RSVP
    - - Start with strongest draw, tell journalist why he should attend, include all necessary details (what, why, when, where, who), end with RSVP method/contact for further inquiries, don’t give away actual news
      - Introduction (yourself/organisation you represent/your position, lead-in (familiarity with publication/journalist by complimenting recent article), story idea (concise overview of news, why it would be interesting to publication’s readers, who you could offer as your organisation’s spokesperson, state if exclusive scoop to this publication), offer to follow-up with an email/call in few days, conclude (thank journalist for considering your proposal)
    - - Know the media (suitable/right genre for publication)
      - Know the journalist
      - Conciseness (why newsworthy, how it benefits publication's readers)
      - Follow-up
- - - - Awareness of who we are, whom we are writing to, circumstances within which we are writing
    - - Objectives of/for writer/audience, state purpose at start communication, not the end (demonstrates courtesy)
    - - Level of knowledge about issue/expectations/demands on their time (e.g. senior management: economical in words/state purpose upfront/conciseness, prospective client: politeness and not presumptuous)
  - - - Good news first, specific details, present negative elements positively, goodwill ending
    - - Avoid
        
        Passing bug, weak reasons, shutting door
      - Structure
        
        Buffer
        
        Opening that identifies subject and does not overtly indicate arrival of negative news (raises topic but not indicate what rest of the message will say)
        
        Tone
        
        Neutral: acknowledge ongoing situation (e.g. poor economy) or previous request received (e.g. request for pay raise)
        
        Positive: thank reader for bringing matter to attention/contribution to company
        
        Provide natural transition to body of message, should not give impression that good news is coming
        
        Presenting
        bad news
        
        Present reasons/facts/circumstances clearly that make decision as necessary/fair/logical outcome, present positively, present bad news once clearly
        
        Tone
        
        Non-tragedy: passive/third-person form (less personal/aggressive)
        
        Tragedy: directly express empathy in first-person voice
        
        End positively
        
        Offer alternatives: what you can do to help affected person cope with news (other people, resources) and its availability
        
        Forward-looking note (e.g. “I hope that we will be able to work together again in the near future…”, “When conditions improve in the months ahead, we can review your request again…”) and offer opportunity to contact if appropriate, but not wrong impression that the decision can be appealed (“If it would help, please feel free to call me at…”, “If there is anything about this letter that needs clarified, please do not hesitate to contact me at…”)
  - - - xPress Delivery Company [letterhead, centralised]
        12 Pasir Panjang Road
        Singapore 213922
        December 17, 2016 [date]
        Ms. Victoria Seow [addressee]
        Pacific Garments
        12 Beach Road
        Shaw Towers #10-11
        Singapore 552441
        Dear Ms. Seow, [salutation]
        New Payment Options [title/subject]
        It is our pleasure to inform you that as of January 2017, we will add credit cards (MasterCard/Visa/AmEx) to the range of payment options accepted.
        With the company now accepting credit cards, customers will have more ways of making payment. If you would like to use credit cards to pay for future delivery services, please complete the credit card authorisation form enclosed. [body]
        Thank you for your business, and may we wish you a great holiday season ahead and Happy New Year. [close]
        Yours sincerely,
        Darren Fernandez
        Account Manager [signature/designation]
        Encl. [enclosure]
    - - Memorandum [memorandum]
        To: All Sales Associates [addressee]
        From: Doris Tay, Operations Manager [from]
        Subject: Change in Lunch and Dinner Hours for December and January [title/subject]
        Date: November 15, 2016
        As December is the peak selling period of the company, we would like all our sales associate to observe new lunch and dinner hours effective from December 1, 2016 to January 3, 2017. [body]
        The revised hours ensure that our associates continue to get the required meal breaks while meeting the needs of our customers.
        The revised hours are:
        Lunch
        Shift 1: 10:30 am to 11:30 am
        Shift 2: 2:30 pm to 3:30 pm
        Dinner
        Shift 1: 4:30 pm to 5:30 pm
        Shift 2: 7:30 pm to 8:30 pm
        We look forward to your support and cooperation. Let’s continue to serve our customers with dedication and professionalism as we approach the vital holiday period.
        Thank you.
    - - From: Scott Chan (HR-Manager)
        To: All-Staff
        C.c.: Hazel Wee (Managing Director)
        Subject: Company Blue Sky Day
        Date: December 2, 2016
        Dear colleagues, [salutation]
        As part of the company’s work-life balance initiatives, we are pleased to announce that effective January 2017 every last Friday of the month will be a Blue Sky Day.
        Blue Sky Days are days where staff are encouraged to leave on time to spend time with their loved ones or to pursue their personal activities. [body]
        The first Blue Sky Day of 2017 is January 27. We hope to receive your support as we continue to make the company a better place to work.
        Warm regards,
        Scott Chan
        HR Manager [sign-off]