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PLANNING BUSINESS MESSAGES. 1- 1. Case: Requesting a recommendation. After four years’ study in Northeastern University, you are looking for a job. Ask some professor to write a letter of recommendation for you. Planning. Writing. Completing. Analyze Situation. Adapt to the Audience.

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  1. PLANNING BUSINESS MESSAGES 1-1

  2. Case: Requesting a recommendation • After four years’ study in Northeastern University, you are looking for a job. • Ask some professor to write a letter of recommendation for you.

  3. Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute The Three-Step Process

  4. 50% Planning 25% Writing 25% Completing Optimizing Your Time

  5. Who is the audience? What is the purpose? Analyzing the Situation

  6. General Purpose Specific Purpose To Inform Your Goals To Persuade Audience Actions To Collaborate Audience Thoughts Define Your Purpose

  7. What will change? • Is it realistic? • Is the timing right? • Is it acceptable? Check Your Purpose

  8. Knowledge Level Primary Members Expectations Size and Location Probable Reaction Composition Profile Your Audience

  9. Uncover Needs Find Your Focus Provide Information Gathering Information

  10. Written Oral Visual Electronic Select the Medium

  11. Oral Communication • Conversations • Interviews • Speeches • Presentations • Meetings

  12. Memos Letters Reports Proposals Written Communication

  13. Visual Communication • Communicate Fast • Clarify Complexity • Overcome Barriers • Expedite Memory

  14. Oral Media Written Media Visual Media Electronic Communication

  15. Media Richness Message Formality Media Limitations Message Urgency Cost Factors Audience Preferences Choosing the Medium

  16. The Audience The Writer Understanding Efficiency Acceptance Energy Career Time Benefits of Organization

  17. Overall Subject of the Message Specific Statement About the Topic Defining the Main Idea The Topic The Main Idea

  18. Brainstorming Mind Mapping Storyteller’s Tour Journalistic Approach Questions and Answers Generating Ideas

  19. Length Limits Support Points Subject Matter Audience Knowledge Limiting Message Scope

  20. Direct Approach Indirect Approach Audience Reaction Message Length Message Type Choosing the Approach

  21. First Major Point First subpoint Second subpoint Evidence Evidence Third subpoint Second Major Point First subpoint Second subpoint 1.0First Major Point 1.1 First subpoint 1.2 Second subpoint 1.2.1Evidence 1.2.2 Evidence 1.3 Third subpoint 2.0Second Major Point 2.1 First subpoint 2.2 Second subpoint Outlining the Content Alphanumeric Decimal

  22. The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence A. Evidence A. Evidence B. Evidence B. Evidence B. Evidence C. Evidence C. Evidence C. Evidence Organization Chart Outlines

  23. State Main Idea State Major Points Provide Evidence Basic Message Structure

  24. Planning Business Messages

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