This paper acts as a persuasion to Mass Transit Railway Corporation Limited (MTRC) so that trains from 9pm to 11pm would be more frequent and two more compartments would be added on the West Rail Line trains to solve its congestion problem. The rationale behind the drafting of this letter will be explained.
Table of Contents
Part I: Group Project Planning
Assignment objective(s)
Expected outcome(s)
Project Timeline
Part II: Detailed Planning for the Persuasive Communication
Project background
Planning and Getting Ready for Communication
Step 1: Identify objective(s)
Step 2 (1): Identify the Audience
Step 2 (2): Analyze the Audience’s Needs
Step 2 (3): Assess Credibility in the Eyes of Audience
Step 3: Choose Appropriate Tone
Step 4: Choose Appropriate Channel
Step 5: Composing the Message
Step 6: Identify Possible Barriers
Step 7: Deliver Message
Objectives and Topics
The primary objective of this project is to plan and execute a persuasive communication strategy directed at the Mass Transit Railway Corporation Limited (MTRC) in Hong Kong, with the aim of reducing train congestion during evening hours and increasing the capacity of West Rail Line trains. The students aim to refine their professional business communication skills by identifying audience needs, establishing credibility, and selecting the most effective channels for delivering a formal request.
- Analysis of audience needs within a large corporate environment.
- Application of the "5W1H" principle and "5 S" principles for effective messaging.
- Identification and mitigation of communication barriers in organizational settings.
- Strategic selection of communication channels to ensure message delivery and professional impact.
- Formulation of persuasive arguments based on observational data and consumer feedback.
Excerpt from the Book
Step 2 (2): Analyze the Audience’s Needs
Informational Needs: Upon hearing our persuasions, we are quite sure that our audience would focus on our reasons before deciding on the issue, so this would be a part that we will put emphasis on, and probably appear at the front part of the letter.
We should also provide accurate information as we are making a request, providing a clear picture of our idea to the audience is necessary before they can do anything. Hence, our persuasions should not only include general statements, but also contain explanations of how the idea would be like when in operation. To do this, we should adhere to the 5W1H – Who, What, When, Where, Why and How principle when elucidating. For example, when demanding MTRC to make trains more frequent, we may add information such as the timeslot (9pm-11pm), the affected lines (West Rail Line, East Rail Line, Tung Chung Line, Tsuen Wan Line, Kwun Tong Line, Island Line), the reasons (e.g. a passenger can hardly board the trains from Sham Shui Po, Cheung Sha Wan and Lai Chi Kok because much of the crowd from Hong Kong Island, Tsim Sha Tsui and Mong Kok has not yet disembark, and passengers from Kwun Tong line fill the spare spaces in Prince Edward), and the frequency (2-3 minutes). We would not include information concerning the internal operation of MTRC, for example, the way to deploy trains under this alteration, as we do not have enough exposure to associated information and we have to prevent producing inaccurate information in this circumstance.
Summary of Chapters
Part I: Group Project Planning: This section defines the scope and objectives of the group project, focusing on improving MTRC services through structured communication and outlining the project timeline.
Project Timeline: A detailed schedule showing the procedural steps from group formation to the final submission of the persuasive portfolio.
Part II: Detailed Planning for the Persuasive Communication: This central section covers the systematic approach to drafting the message, including audience identification, setting the tone, analyzing barriers, and determining the delivery channel.
Keywords
Persuasive Communication, MTRC, Train Congestion, Business Writing, Audience Analysis, Communication Channels, West Rail Line, Credibility, Organizational Barriers, 5W1H, Passenger Flow, Professional Tone, Corporate Engagement, Service Improvement, Strategic Planning.
Frequently Asked Questions
What is the core purpose of this project?
The project serves as an academic assignment for an "English for Business" course, aimed at planning a persuasive request to MTRC to address overcrowding issues on the rail network.
What specific improvements are being requested?
The group requests increased train frequency between 9pm and 11pm and the addition of two extra compartments to West Rail Line trains.
What is the primary research question or objective?
The objective is to formulate a persuasive message that effectively communicates passenger concerns to the MTRC leadership, influencing them to implement operational changes to improve daily commuting conditions.
Which communication method does the group employ?
The group utilizes formal written communication, specifically a registered letter, to ensure their message is professional, well-documented, and reaches the appropriate decision-makers.
What does the main body of the work cover?
The body covers a seven-step planning process, ranging from identifying the target audience and their needs to assessing credibility and selecting an appropriate communication channel.
How is the credibility of the senders established?
Credibility is managed by adopting a professional tone, demonstrating objective research, praising MTRC's existing achievements, and framing the request as a mutual benefit for the corporation and the public.
Why did the group specifically choose the West Rail Line for their request?
The group identified the West Rail Line as one of the most crowded sections of the MTR system, observing unused platform screen door space that could accommodate longer trains.
What role does the 5W1H principle play in this document?
The 5W1H principle (Who, What, When, Where, Why, How) is used to structure the informational content of the persuasion, ensuring the request is clear, specific, and grounded in observable evidence.
- Citation du texte
- Kwan Lung Chan (Auteur), 2013, Business Communication Critique. A Letter to Mass Transit Railway Corporation Limited, Munich, GRIN Verlag, https://www.grin.com/document/448253
