Responses for Module 1 and Module 2

     In the first Module, one of the topics was "What makes a message effective?".  The text described what constitutes good business and administrative writing.  The message has to be clear to the reader.  This means that the reader must understand the message as intended by the writer.  The reader should not have to guess what the meaning is.  The message must also be complete and answer all the questions that the reader might have.  It must also be correct, which means that all of the information provided in the message must be accurate.  The message must also strive to save the reader's time, by being organized in a manner that helps the reader to read, understand, and act on the information in a timely manner.  Finally the message should build goodwill by treating the reader as a person and not a number.  It should also project a positive image of the writer and his organization.

     A second topic in the first Module was "The Purposes of Messages in Organizations".  The text described messages as having one or more of three basic purposes and that most messages have multiple purposes.  Messages are utilized to inform, to request or persuade, and to build goodwill.  When you inform, the writer is explaining or telling something to the reader.  When you request or persuade, the writer is intending the reader to act.  The writer builds goodwill by creating a good image of both himself and the organization.

     In order to summarize Module 1, the use of the PAIBOC question to analyze business communication problems must be addressed.  The P stands for the purpose in writing or speaking.  The A refers to your audience.  The I refers to the information that must be included in the message.  The B stands for benefits, which refers to reader benefits that may help to support your position.  The O refers to the objections you might expect your reader to have.  The C is for context and how it will affect the reader's response.

     The second Module detailed "Who is my audience?" and described primary audience, secondary audience, initial audience, gatekeeper, and watchdog audience.  It also reintroduced the PAIBOC in relation to audience.  The text advised that the audience is central to the communication process and encouraged the use of empathy, which is the ability of the writer or speaker to feel with his audience and put himself into their shoes.  The text also advised that when your audience is just one person, that his or her personality is very relevant.  Another important issue involves past behavior.  How people have behaved and acted in the past often predicts how they will behave and act in the future.