Chapter 3 Planning Business Messages 3 1 Learning

Chapter 3 Planning Business Messages 3 -1

Learning Objectives After studying this chapter, you will be able to: • Describe three-step writing process and explain why it will help you create better messages in less time • Explain what it means to analyze the situation when planning a message • Describe the techniques for gathering information for simple messages and identify three attributes of quality information • Compare the four major classes of media and list the factors to consider when choosing the most appropriate medium for a message • Explain why good organization is important to both you and your audience and explain how to organize any business message 3 -2

Understanding the Three-Step Writing Process 1. Plan your message 2. Write your message 3. Complete your message 3 -3

Analyzing the Situation 3 -4

Defining Your Purpose 3 -5

Gathering Information 1. 2. 3. 4. 5. Consider Listen Read Talk Ask 3 -6

Providing Required Information 3 -7

Selecting the Right Medium 3 -8

Written Media 3 -9

Visual Media 3 -10

Electronic Media 3 -11

Factors to Consider When Choosing Media 1. 2. 3. 4. 5. 6. Media richness Message formality Media limitations Urgency Cost Audience preferences 3 -12

Limiting Your Scope 3 -13

Choosing Between Direct and Indirect Approaches • Direct approach – Start with the main idea (such as a recommendation, conclusion or request) and follow that with your supporting evidence. • Indirect approach – Start with the evidence first and build your case before presenting the main idea. For example, use this approach when writing a negative message. 3 -14

Outlining Your Content I. First Main Subject I. Sub-topic II. Sub-topic a. Sub-sub topic b. Sub-sub topic II. Second Main Subject I. Sub-topic a. Sub-sub topic b. Sub-sub topic c. Sub-sub topic II. Sub-topic 3 -15

Learning Objectives: Check Your Progress 1. Describe three-step writing process and explain why it will help you create better messages in less time. 2. Explain what it means to analyze the situation when planning a message. 3. Describe the techniques for gathering information for simple messages and identify three attributes of quality information. 4. Compare the four major classes of media and list the factors to consider when choosing the most appropriate medium for a message. 5. Explain why good organization is important to both you and your audience and explain how to organize any business message. 3 -16