Explain the necessity to determine the purpose of communication

Answer 1

To speak or write effectively, you must think through what you are trying to say and understand it thoroughly before you begin. Ask yourself why you are preparing a message and what you hope to accomplish. Condense the answers into a brief sentence that outlines the purpose for writing or the central idea of your message. You will use the central idea to organize your message to achieve the results you desire.
The major purpose of many business messages is to have the receiver understand logical information. Informative messages are used to convey the vast amounts of information needed to complete the day-to-day operations of a business-explain instructions to employees, announce meetings and procedures, acknowledge orders, accept contracts for services, and so forth. Some messages are intended to persuade-to influence or change the attitudes or actions of the receiver. These messages include promoting a product or service and seeking support for ideas and worthy causes presented to supervisors, employees, stockholders, customers or clients, and others. Additional purposes include establishing a good relationship with your audience and establishing and maintaining your own credibility as a professional, both of which can help increase persuasiveness. In addition to identifying the purposes of the message, it is also important to decide which channel and medium would be most effective and appropriate.