Planning Business Messages Copyright 2010 Pearson Education International

Planning Business Messages Copyright © 2010 Pearson Education International Chapter 4 - 1

Learning Objectives • Describe three-step writing process • Explain why it’s important to analyze the situation and define your purpose carefully before writing a message • Discuss information-gathering options for simple messages and identify three traits of quality information Copyright © 2010 Pearson Education International Chapter 4 - 2

Learning Objectives • List the factors to consider when choosing the best medium for your message • Explain why good organization is important to both you and your audience • Compare and contrast the direct and indirect approaches to organizing a message Copyright © 2010 Pearson Education International Chapter 4 - 3

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 International Completing Revise Produce Message Proofread Message Distribute Message Chapter 4 - 4

Optimizing Your Time • 50% planning • 25% writing • 25% completing Copyright © 2010 Pearson Education International Chapter 4 - 5

Planning Effectively • Find assemble facts • Deliver compelling information • Reduce indecision as you write • Reduce reworking during completion • Minimize embarrassing blunders • Prepare for analyzing the situation Copyright © 2010 Pearson Education International Chapter 4 - 6

Analyzing the Situation • Who is the audience? • What is the purpose? Copyright © 2010 Pearson Education International Chapter 4 - 7

Define Your Purpose • General – Inform, persuade, collaborate • Specific – Your goals, audience actions and thoughts Copyright © 2010 Pearson Education International Chapter 4 - 8

Analyze Your Purpose • Will anything change? • Is your purpose realistic? • Is the timing right? • Is the purpose acceptable? Copyright © 2010 Pearson Education International Chapter 4 - 9

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 International Chapter 4 - 10

Gathering Information • Uncover needs • Find your focus • Provide information Copyright © 2010 Pearson Education International Chapter 4 - 11

Select the Medium • Oral • Written • Visual • Electronic Copyright © 2010 Pearson Education International Chapter 4 - 12

Oral Communication • Conversations • Interviews • Speeches • Presentations • Meetings Copyright © 2010 Pearson Education International Chapter 4 - 13

Written Communication • Memos • Letters • Reports • Proposals Copyright © 2010 Pearson Education International Chapter 4 - 14

Visual Communication • Communicate fast • Clarify complexity • Overcome barriers • Expedite memory Copyright © 2010 Pearson Education International Chapter 4 - 15

Electronic Communication • Oral media • Written media • Visual media Copyright © 2010 Pearson Education International Chapter 4 - 16

Choosing the Medium • Media richness • Message formality • Media limitations • Message urgency • Cost factors • Audience preferences Copyright © 2010 Pearson Education International Chapter 4 - 17

Organizing Information • Get to the point • Omit irrelevant ideas • Use logical groupings • Include important data Copyright © 2010 Pearson Education International Chapter 4 - 18

Organizing the Message • Helps your audience understand • Helps your audience accept • Saves time for your audience • Makes you more productive Copyright © 2010 Pearson Education International Chapter 4 - 19

Defining the Main Idea • The topic – The broad subject of the message • The main idea – A specific statement about the topic Copyright © 2010 Pearson Education International Chapter 4 - 20

Generating Ideas • Brainstorming • Mind mapping • Storyteller’s tour • Journalistic approach • Question-and-answer chain Copyright © 2010 Pearson Education International Chapter 4 - 21

Limiting Message Scope • Length Limitations • Support Points • Subject matter • Depth of research Copyright © 2010 Pearson Education International Chapter 4 - 22

Choosing the Approach • Direct or Indirect – Audience reaction – Message length – Message type Copyright © 2010 Pearson Education International Chapter 4 - 23

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 II. Second Major Point 1. 3 Third subpoint 2. 0 Second Major Point A. First subpoint 2. 1 First subpoint B. Second subpoint 2. 2 Second subpoint Copyright © 2010 Pearson Education International Chapter 4 - 24

Organization Chart Outlines The Main Idea I. Major Point III. Major Point A. Evidence B. Evidence Copyright © 2010 Pearson Education International Chapter 4 - 25

Basic Message Structure • Start with the main idea • State the major points • Illustrate with evidence Copyright © 2010 Pearson Education International Chapter 4 - 26