Planning Business Messages Prentice Hall 2005 Business Communication

Planning Business Messages © Prentice Hall, 2005 Business Communication Today 8 e 1

Three-Step Writing Process • Planning • Writing • Completing © Prentice Hall, 2005 Business Communication Today 8 e 2

Optimizing Writing Time • Planning 50% • Writing 25% • Completing 25% © Prentice Hall, 2005 Business Communication Today 8 e 3

Analyze the Situation • Define your purpose • Profile your audience © Prentice Hall, 2005 Business Communication Today 8 e 4

Define Your Purpose • General • Specific – Inform – Realism – Persuade – Timing – Collaborate – Delivery – Acceptability © Prentice Hall, 2005 Business Communication Today 8 e 5

Test Your Purpose 1. 2. 3. 4. 5. What will your message change? Is your purpose realistic? Is the timing right? Is the right person delivering it? Is your purpose acceptable? © Prentice Hall, 2005 Business Communication Today 8 e 6

Profile Your Audience • Identify primary audience • Determine size • Determine composition • Gauge level of knowledge • Project expectations and preferences • Estimate probable reaction © Prentice Hall, 2005 Business Communication Today 8 e 7

Gather Information • Informal methods – Viewpoints of others – Reports and company documents – Supervisors, colleagues, customers – Audience input © Prentice Hall, 2005 Business Communication Today 8 e 8

Provide Information • Be sure information is accurate • Be sure information is ethical • Be sure information is pertinent © Prentice Hall, 2005 Business Communication Today 8 e 9

Selecting the Right Medium • Oral • Written • Electronic © Prentice Hall, 2005 Business Communication Today 8 e 10

Analysis of Oral Media • Advantages – – Immediate feedback Ease of interaction Rich nonverbal cues Emotional content • Disadvantages – – Restricted participation Nonpermanent Reduced control No editing or revision © Prentice Hall, 2005 Business Communication Today 8 e 11

Analysis of Written Media • Advantages – – Planning and control Permanent record Wide audience Minimize distortion • Disadvantages – – Delayed feedback Lacks nonverbal cues Creation and distribution Preparation and production © Prentice Hall, 2005 Business Communication Today 8 e 12

Electronic Media • Voice mail • Faxing • Teleconferencing • E-mail • Videotape • Instant messaging • Computer conferencing • Websites © Prentice Hall, 2005 Business Communication Today 8 e 13

Advantages of Electronic Media • Delivery speed • Audience reach • Multimedia • Accessibility © Prentice Hall, 2005 Business Communication Today 8 e 14

Disadvantages of Electronic Media • Tension or conflict • Overuse • Privacy issues • Productivity © Prentice Hall, 2005 Business Communication Today 8 e 15

Continuum of Media Richness • Media richness – Leaner • Fliers, bulletins, and reports – Richer • Conversations, meetings, presentations © Prentice Hall, 2005 Business Communication Today 8 e 16

Choosing the Right Media • • • Message formality Media limitations Sender intentions Urgency and cost Audience preferences © Prentice Hall, 2005 Business Communication Today 8 e 17

Organizing Messages • • Get to the point Omit irrelevant details Use logical groupings Indicate relevant ideas © Prentice Hall, 2005 Business Communication Today 8 e 18

Why Is Organization So Important? • • Improves productivity Boosts understanding Increases acceptance Saves audience time © Prentice Hall, 2005 Business Communication Today 8 e 19

Define the Main Idea 1. 2. 3. 4. General purpose Specific purpose Basic topic Main idea © Prentice Hall, 2005 Business Communication Today 8 e 20

1. Generating Ideas • • • Brainstorming Mapping Storyteller’s tour Journalistic approach Question-answer chain © Prentice Hall, 2005 Business Communication Today 8 e 21

Limiting the Scope • • Time and space Number of main ideas Audience attitude Depth of research © Prentice Hall, 2005 Business Communication Today 8 e 22

Sequencing the Message • Direct approach – Deductive • Indirect approach – Inductive © Prentice Hall, 2005 Business Communication Today 8 e 23

Classifying Messages Message Type Audience Reaction Type of Approach Routine, Good-News Direct or Good Will Pleased Or Neutral Bad News Displeased Indirect Persuasive Uninterested or Unwilling Indirect © Prentice Hall, 2005 Business Communication Today 8 e 24

Constructing Outlines Alphanumeric I. First Major Part 1. 0 First Major Part A. First subpoint 1. 1 First subpoint B. Second subpoint 1. 2 Second subpoint C. II. Decimal 1. Evidence 1. 2. 1 Evidence 2. Evidence 1. 2. 2 Evidence Third subpoint Second Major Point 1. 2. 3 Third subpoint 2. 0 Second Major Point A. First subpoint 2. 1 First subpoint B. Second subpoint 2. 2 Second subpoint © Prentice Hall, 2005 Business Communication Today 8 e 25

Charting Organizations The Main Idea I. Major Point III. Major Point A. Evidence B. Evidence C. Evidence © Prentice Hall, 2005 Business Communication Today 8 e 26

Organizing Messages • State the main idea • State major points • Provide evidence © Prentice Hall, 2005 Business Communication Today 8 e 27