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Writing Negative Messages, MUHAMMAD MIRZA NAJMI BIN MOHD NAJIB (IB0102269)…
Writing Negative Messages
Using the Three-Step Process for Negative Messages
Write the Message
Sensitivity
Credibility
Clarity
Etiquette
Complete the Message
Producing
Proofreading
Revising
Delivering
Plan the Message
Medium
Audience
Purpose
Approach
Using the Indirect Approach for Negative Messages
Present the Reasons
Individualized
Unapologetic
Tactful
Positive
Detailed
Defuse emotions
Maintain focus
State the Bad News
Use a conditional statement
Emphasize positive aspects
Deemphasize the news
Open with a Buffer
Neutral
Considerate
Write a Respectful Close
Manage future correspondence
Be optimistic about the future
Avoid negativity and uncertainty
Avoid insincere comments
The Indirect Approach
Provide reasons and information
State the bad news
Open with a buffer statement
Close on a respectful note
Sending Negative Employment Messages
Performance Reviews
Give employees feedback
Develop an action plan
Clarify job requirements
Negative Performance
Write in a calm, objective voice
Focus on improvement opportunities
Evaluate employees consistently
Keep job descriptions up to date
Document performance problems
Job Applications
Convey the negative news
Avoid offering explanations
Express your appreciation
Do not imply future consideration
Personalize the message
Close with a positive, courteous tone
Terminating Employment
Follow policies
Avoid insults
Do not discriminate
Seek advice
Present reasons
Deliver in person
Recommendations
Requested by employers
Brevity
Directness
Requested by applicants
Diplomacy
Preparation
Sending Negative Organizational News
Normal Circumstances
Give each audience time to react
Plan and manage a response
Consider each group's unique needs
Stay positive but avoid false optimism
Match the approach to the situation
Seek expert advice, as needed
Crisis Communication
Tasks
Procedures
Plans
Responsibilities
Using the Direct Approach for Negative Messages
State the Bad News
Clarity
Tone
Explain the Bad News
Reasons
Information
The Direct Approach
Explain the negative news
Close the message
State the negative news
Close the Message
Respect
Actions
Sending Negative Messages on Routine Business Matters
Routine Requests
Consider the matter closed
Offer alternatives, if possible
Manage your time carefully
Do not imply other assistance
Status of Transactions
Expectations
Your action plan
The relationship
Suggestions and Proposals
Solicited
Unsolicited
Internal source
External source
Claims or Adjustments
Things to employ
Accurate information
Courtesy and respect
Understanding
Positive tone
Things to avoid
Abusive language
Angel or malice
Emotional response
Negative tone
Announcements
State the reasons
Present the change
Find common ground
Close the message
Maintaining High Standards of Ethics and Etiquette
Corporate Effects
Employers
Employees
Manage Message Impact
Objective writing
Sensitivity
Careful planning
Dignity
Legal Challenges
The environment
Product safety
Company finances
MUHAMMAD MIRZA NAJMI BIN MOHD NAJIB (IB0102269)