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
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. Business messaging can be a valuable tool for businesses of all sizes.
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.
What are the 3 types of messages in communication? ›
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).
Which type of communication is best for business communication? ›
Written Communication
It includes any form of communication that involves the use of written language, such as emails, letters, and text messages. Effective written communication is essential in business, as it allows for clear and concise communication.
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 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 are the 4 types of professional communication? ›
Communication studies have identified four types of workplace communication: verbal, nonverbal, written, and visual. Helping your team effectively use each type can pay dividends as you improve collaboration across workflows.
What are the 3 important aspects of professional communication? ›
Active listening, confidence, non-verbal cues and conciseness are some of the professional communication skills. However, self-awareness is the most important skill in professional communication.
What is an example of a professional communication? ›
Some examples of professional communication include presentations, emails, and reports. Professional communication comes in the form of verbal communication and non-verbal communication. Verbal professional communication includes utilities like presentations, conference calls, video meetings, and job interviews.
What is the rule of three messaging? ›
Information in groups of three is the most basic pattern that the brain finds easy to map, retain, and recall. The first time we say something, it is an incident; the second time we say it, it is a coincidence; and the third time we say it, it becomes a pattern.
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 are the different ways of communicating messages? ›
There are various different methods of communication. This includes verbal communication, non-verbal communication, listening, written communication and visual communication. Research has shown that non-verbal cues and body language, facial expressions and tone of voice account for almost 55% of all communication.
What is an example of business communication? ›
Example: Memo, feedback forms, team messages, surveys, voice/video calls, department meetings etc. All communications rolled out to stakeholders outside the organisation (e.g., vendors, suppliers, distributors, customers, investors etc.).
What is the most important business communication method? ›
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.
What is messaging in communication? ›
Messaging is the sending of written or spoken messages using a computer or another electronic device such as a mobile phone. Messaging allows real-time communication by keyboard with up to five people at any one time.
What is a professional message? ›
Professional text messages should really only be used for urgent or time-sensitive information where there's a clear benefit for the recipient. Appointment reminders, order confirmations, service updates and time-limited special promotions are examples of SMS communication that works.
What is the role of a message in the communication process? ›
Sender: This is the person who starts the communication. They have to make sure they say things clearly and think about who they're talking to and what they want to achieve. Without someone starting the conversation, there wouldn't be any communication at all. Message: This is what the sender wants to say.
What is the message process of communication? ›
The steps of the communication process are idea formation, encoding, channel selection, decoding, and feedback. Sometimes the terms sender, receiver, context, and noise are mentioned among the steps as additional components of the communication process.
