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 Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Select Medium Get Organized Compose the Message Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Produce Proofread Distribute 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 Purpose Specific Purpose To Inform Your Goals To Persuade Audience Thoughts To Collaborate Audience Actions Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 5

Analyze Your Purpose üWill anything change? üIs the purpose realistic? üIs the timing right? üIs the purpose acceptable? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 6

Profile Your Audience Primary Members Size and location Composition Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 7

Profile Your Audience Knowledge Level Expectations Probable Reaction Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 8

Gather Information Views of Others Company Documents Coworkers or Customers Audience Input Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 9

Uncover Audience Needs Required Information Accurate Ethical Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Pertinent 10

Select the Medium Oral Written Visual Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 11

Oral Communication • Conversations • Interviews • Speeches • Presentations • Meetings Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 12

Written Communication Memos Letters Reports Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 13

Visual Communication ü Communicate fast ü Clarify complexity ü Overcome barriers ü Expedite memory Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 14

Electronic Communication Oral Media Written Media Visual Media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 15

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 16

Organizing the Message Promote Productivity Boost Understanding Increase Acceptance Save Audience Time Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 17

Defining the Main Idea The Topic Overall Subject of the Message The Main Idea Specific Statement About the Topic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 18

Generating Creativity Brainstorming Journalistic Approach Questions & Answers Storyteller’s Tour Mind Mapping Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 19

Limiting Message Scope Length Issues Support Points Audience Attitude Research Depth Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 20

Choosing the Approach Direct Approach Indirect Approach (Deductive) (Inductive) Audience Reaction Message Length Message Type Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 21

Outlining the Content Alphanumeric I. First Major Point A. First subpoint B. Second subpoint 1. Evidence 2. Evidence C. Third subpoint II. Second Major Point A. First subpoint B. Second subpoint Decimal 1. 0 First Major Point 1. 1 First subpoint 1. 2 Second subpoint 1. 2. 1 Evidence 1. 2. 2 Evidence 1. 3 Third subpoint 2. 0 Second Major Point 2. 1 First subpoint 2. 2 Second subpoint Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 22

Basic Message Structure üState Main Idea üState Major Points üProvide Evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall 23