- Understand why informative messages are important in business and when to use them
- Understand how to write informational messages
Informative Messages
Most business communications are informative messages. An informative message in the workplace is simply the sharing of meaningful information between people in an unbiased and professional manner. Informative messages can be short or long, formal or casual in tone, internal or external in focus, and direct or indirect in structure, depending on the situation. Like all forms of communication, the purpose of informative messages is to promote understanding, encourage action, stimulate thinking, or promote ideas.
Since informative messages are so common in business communication, there are too many examples and use cases to describe here. Informative messages can take on almost any form of electronic communication: IMs, chats, emails, presentations, memos, blogs, podcasts, press releases, and reports.
The situation at hand will dictate how the message is crafted and how it is sent. Despite the variety of informative messages and how they can be sent, there are some guidelines that pertain to all effective business communication.
- Be direct and get to the main idea as quickly as possible.
- Use a greeting to identify the audience.
- Be clear and concise with the presentation of information.
- Check your message for grammatical errors.
- Include a call to action.
In many cultures outside the United States, business communication takes a more holistic approach, emphasizing relationship-building over directness. For instance, in Japan and many Latin American countries, establishing trust and rapport is often prioritized before addressing business matters. This can involve extended small talk, multiple meetings, and a focus on non-verbal cues to gauge interest and agreement. This emphasis on relationships and context underscores a fundamental difference from the U.S. approach, which often prioritizes efficiency and clarity. Understanding these cultural differences is important for effective international business communication, highlighting the importance of adaptability and cultural sensitivity in global business interactions.