Planning Business Messages Copyright 2010 Pearson Education Inc

Planning Business Messages Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 1

The Three-Step Process Planning Analyze Situation Gather Information Select Medium Get Organized Writing Adapt to the Audience Compose the Message Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Completing Revise Produce Message Proofread Message Distribute Message 2

Organizing the Message • 50% planning • 25% writing • 25% completing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 3

Analyzing the Situation • Who is the audience? • What is the purpose? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 4

Define Your Purpose • General • Specific – Inform – Your goals – Persuade – Audience thoughts – Collaborate – Audience actions Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 5

Analyze Your Purpose 1. Will anything change? 2. Is your purpose realistic? 3. Is the timing right? 4. Is the purpose acceptable? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 6

Profile Your Audience • Identify primary audience • Determine size and location • Determine composition • Gauge level of understanding • Review expectations and preferences • Forecast probable reaction Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 7

Gather Information • Views of others • Company documents • Coworkers or customers • Audience input Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 8

Uncover Audience Needs • Required information – Accurate – Ethical – Pertinent Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 9

Select the Medium • • Oral Written Visual Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 10

Oral Communication • • • Conversations Interviews Speeches Presentations Meetings Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 11

Written Communication • • Memos Letters Reports Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 12

Visual Communication • • Communicate fast Clarify complexity Overcome barriers Expedite memory Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 13

Electronic Communication • Oral media • Written media • Visual media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 14

Choosing the Right Medium • • • Media richness Message formality Media limitations Sender intentions Urgency and cost Audience preferences Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 15

Organizing the Message • • Makes you more productive Helps your audience understand Helps your audience accept Saves time for your audience Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 16

Defining the Main Idea • The topic is the broad subject of the message • The main idea is a specific statement about the topic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 17

Generating Creative Ideas • • • Brainstorming Storyteller’s tour Journalistic approach Question-and-answer chain Mind mapping Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 18

Limiting the Scope • • Length Limitations Support Points Audience attitude Depth of research Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 19

Choosing the Approach • Direct approach – Deductive • Indirect approach – Inductive Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 20

Outlining the Content Alphanumeric I. First Major Point Decimal 1. 0 First Major Point A. First subpoint 1. 1 First subpoint B. Second subpoint 1. 2 Second subpoint 1. Evidence 1. 2. 1 Evidence 2. Evidence 1. 2. 2 Evidence C. Third subpoint 1. 3 Third subpoint II. Second Major Point 2. 0 Second Major Point A. First subpoint 2. 1 First subpoint B. Second subpoint 2. 2 Second subpoint Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 21

Basic Message Structure • Start with the main idea • State the major points • Illustrate with evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 22