Chapter 2: Delivering Your Message
It will be helpful to stop for a moment and examine some characteristics of the messages you send when you communicate. Messages carry far more than the literal meaning of each word and in this section you are invited to explore that complexity.
Primary Message Is Not the Whole Message
When considering how to effectively use verbal communication, keep in mind there are three distinct types of messages you will be communicating: primary, secondary, and auxiliary (Hasling, 1998).
Primary Message – refers to the intentional content, both verbal and nonverbal.
Secondary Message – refers to the unintentional content, both verbal and nonverbal.
Auxiliary Message – refers to the intentional and unintentional ways a primary message is communicated. Includes: vocal inflection, gestures and posture, or rate of speech that influence the interpretation or perception of your message.
For example, a coworker stops by your desk to ask a question and…
- You say, “Have a seat”. (Primary Message)
- A messy workspace makes an impression on your visitor that you are disorganized. (Secondary Message)
- You smile and wave your hand to indicate the empty chair on the other side of your desk to invite the person to sit. (Auxiliary Message)
Parts of a Message
When you create a message, it is often helpful to think of it as having five parts:
- Attention Statement – captures the attention of your audience.
- Introduction – a clear statement about your topic; this is also the time to establish a relationship with your audience.
- Body – present your message in detail, using any of a variety of organizational structures.
- Conclusion – provide the audience with a sense of closure by summarizing your main points and relating them to the overall topics.
- Residual Message – a message or thought that stays with your audience well after the communication is finished. This can be an important part of your message.
When planning communication, ask yourself of the following:
- What do I want my listeners or readers to remember?
- What information do I want to have the audience retain or act upon?
- What do I want the audience to do?
Watch the following 6 minute video: How To Begin Your Presentation with Simon Sinek
https://vimeo.com/221976389
To summarize, messages are primary, secondary, and auxiliary. A message can be divided into a five-part structure composed of an attention statement, introduction, body, conclusion, and residual message.
FAQs
In the simplest terms, business messaging is a way for businesses to communicate with each other and their customers. This can include anything from notifications about an order to delivery updates or questions about a product or service.
What is message in professional communication? ›
In rhetorical and communication studies, a message is defined as information conveyed by words (in speech or writing), and/or other signs and symbols. A message (verbal or nonverbal, or both) is the content of the communication process.
Which type of communication is best for business communication? ›
The importance of non-verbal communication in business
almost all of our business communication can be considered non-verbal. Therefore, it's incredibly important to work on both verbal (face-to-face conversations, telephone calls) and non-verbal (facial expressions, body language, written) communication.
What are positive messages in business communication? ›
Positive messages communicate good news, acceptance or congratulations in the workplace, recognition, and individual and professional achievement. These are more personal. Examples of positive messages include: letters of acknowledgement, thank you letters, letters of encouragement, and letters of promotion.
Why is messaging so important in business? ›
Messaging significantly reduces the administrative burden on you and your colleagues. By reducing the number of messages you receive and eliminating the need for distracting phone calls, messaging platforms help to improve employee efficiency (and make the workday less stressful!).
What are key messages in business? ›
Key messages are the main points of information you want your audience to hear, understand, and remember. They are bite-sized summations that articulate what you do, why you do it, how you are different, and what value you bring to stakeholders.
What is an example of message communication? ›
Examples include face-to-face communication, telephone calls, voicemails, emails, etc. A nonverbal message is communicated through actions or behaviors rather than words, such as conscious or unconscious body language.
What is instant message in business communication? ›
Instant messaging (or IM, for short) is a type of online chat that lets you send and receive brief written messages in real time. Many offices and companies use instant messaging for one-on-one conversations and group discussions.
What are effective messages in communication? ›
Effective communication is about getting your message across. Specifically, it involves capturing your audience's attention, ensuring your audience understands the idea you are trying to convey, and encouraging your audience to do something with that information, such as remember it, apply it, or provide feedback.
What are the four main types of business communication? ›
The 4 types of business communication
The four main types include upward communication, downward communication, lateral communication, and external communication. The upward, downward, and lateral communication types refer to internal business communication or information exchanged within an organization.
Face-to-Face Communication
By communicating directly, it is easy to convey a message and discern whether it is being clearly understood. This is a good strategy to use when introducing a new program or policy to employees. Be sure that the message is being presented clearly and positively.
How to communicate effectively in a business? ›
What is effective communication
- active listening.
- understanding non-verbal signals (e.g. facial expressions)
- maintaining eye contact.
- being assertive without being confrontational.
- being mindful of people's individual space.
- using positive body language.
- understanding different cultures and backgrounds.
A message is a communication or statement conveyed from one person or group to another. If you call my house phone and I'm out running an errand, you'll be asked to “please leave a message after the beep.” Generally transmitted verbally or in writing, a message can also be sent via a look or a gesture.
What is the purpose of message communication? ›
There are three purposes for a message: inform, persuade or goodwill.
What is text messaging in business communication? ›
Business text messaging is a short messaging service (SMS) that allows two-way conversations between business employees and customers. Once it is enabled, the business text messaging feature gives customers and prospects a way to easily reach out or respond to a business right from their text-message-enabled phone.
What is a business message example? ›
“Hi (Name), your order is 5 stops way! You should receive it by (Time) on (Date). Thanks for choosing (Business Name). Reply to this message if you have questions or need to postpone the delivery.”
