Let’s make 2023 a productive year and get down to the Business of Communication.
Note to students: Kindy note the KCQs, and longer questions are a form of reference and practice for
assignments and exams. The answers are incomplete and is not a memorandum. The questions and
answers aim to provide structure on how to answer longer and shorter questions, your own content and
examples should be provided. Copying and pasting the answers and examples verbatim from the
document constitutes a form of plagiarism.
Note to students: this document serves as a form of reference and your own research, examples and
references should be used. If not, this constitutes a form of plagiarism and you would be penalised
for verbatim use.
Remember to read your instructions very carefully and look at the key words as this provides
guidance.
I highlight key words as it gives students a sense of direction and is an indicator of focal
points in the question.
The mark scheme will give you an indication of how to answer the question.
Short Essay: [20 MARKS]
1. When planning a message, you need to firstly analyse the situation by recognising and defining
the purpose of the message. To do this, you will also develop the profile of your audience. Explain
the steps you will take to develop the profile of the audience.
• Refer to unit 2 of the module page 23
• The Introduction will provide you with sense of direction when answering the question.
• The heading of 2.3 helps in providing a step by step process of planning your business
message
As the sender of the message, you are introduced to The Three-Step Writing Process
, The first of the three steps (Planning Business Messages) will then guide you through the four
important planning stages, including analysing the situation and developing an audience profile.
The success of the business message relies on how it is put together by you, the communicator.
Planning a message is therefore the most important step in creating an effective business
message, and should be given considerable time and thought.
When planning any message, you will need to first:
• Analyse the situation by recognizing and defining the purpose of the message.
• In doing so, you will also develop a profile of your audience.
• When you understand what the purpose of the message is and who the message is intended
to reach, you can start to gather information that meets the specific needs of that purpose
and audience.
• You will then select the correct medium (oral, written, visual, electronic or any combination
of the above) to deliver your message.
• Lastly, you will organize the information by defining your main idea, limiting your scope and
outlining your content.
ANALYSING YOUR SITUATION
All business messages have a general purpose and a specific purpose.
General purposes of business messages are:
• To inform
• To persuade
• To collaborate with your audience
Specific purposes of business messages include:
• What you hope to accomplish with the message
• How your audience should respond after receiving your message
Ask yourself these questions before proceeding to ensure that the purpose merits the time and
effort required for you to prepare the message:
• Will anything change as a result of your message?
• Is your purpose realistic?
• Is the time right?
• Is your purpose acceptable to your organization?
DEVELOPING AN AUDIENCE PROFILE
The following STEPS are used to complete an audience profile:
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