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Planning Business Messages

Planning Business Messages. Three-Step Writing Process. Planning Writing Completing. Optimizing Writing Time. Planning 50% Writing 25% Completing 25%. Analyze the Situation. Define your purpose Profile your audience. General Inform Persuade Collaborate. Specific Realism Timing

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Planning Business Messages

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  1. Planning Business Messages Excellence in Business Communication, 7e

  2. Three-Step Writing Process • Planning • Writing • Completing Excellence in Business Communication, 7e

  3. Optimizing Writing Time • Planning 50% • Writing 25% • Completing 25% Excellence in Business Communication, 7e

  4. Analyze the Situation • Define your purpose • Profile your audience Excellence in Business Communication, 7e

  5. General Inform Persuade Collaborate Specific Realism Timing Delivery Acceptability Define Your Purpose Excellence in Business Communication, 7e

  6. Test Your Purpose • What will your message change? • Is your purpose realistic? • Is the timing right? • Is the right person delivering it? • Is your purpose acceptable? Excellence in Business Communication, 7e

  7. Profile Your Audience • Identify primary audience • Determine size and distribution • Determine composition • Gauge level of knowledge • Project expectations and preferences • Estimate probable reaction Excellence in Business Communication, 7e

  8. Gather Information • Informal methods • Viewpoints of others • Reports and company documents • Supervisors, colleagues, customers • Audience input Excellence in Business Communication, 7e

  9. Audience Information Needs • Be sure information is accurate • Be sure information is ethical • Be sure information is pertinent Excellence in Business Communication, 7e

  10. Selecting the Right Medium • Oral • Written • Electronic Excellence in Business Communication, 7e

  11. 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 Excellence in Business Communication, 7e

  12. Analysis of Written Media Advantages Disadvantages • Planning and control • Permanence • Audience reach • Minimal distortion • Emotional control • Delayed feedback • Few nonverbal cues • Creation time • Distribution resources • Preparation and production Excellence in Business Communication, 7e

  13. Voice mail Teleconferencing Videotape Computer conferencing Faxing E-mail Instant messaging Websites Electronic Media Excellence in Business Communication, 7e

  14. Advantages of Electronic Media • Delivery speed • Audience reach • Multimedia • Accessibility Excellence in Business Communication, 7e

  15. Disadvantages of Electronic Media • Tension or conflict • Overuse • Security concerns • Privacy issues • Productivity Excellence in Business Communication, 7e

  16. Consider Media Richness • Media richness • Leaner • Fliers, bulletins, and reports • Richer • Conversations, meetings, presentations Excellence in Business Communication, 7e

  17. More Factors to Consider • Message formality • Media limitations • Sender intentions • Urgency and cost • Audience preferences Excellence in Business Communication, 7e

  18. Organizing Messages • Get to the point • Omit irrelevant details • Use logical groupings • Indicate relevant ideas Excellence in Business Communication, 7e

  19. Why Is Organization So Important? • Improves productivity • Boosts understanding • Increases acceptance • Saves audience time Excellence in Business Communication, 7e

  20. Define the Main Idea • General purpose • Specific purpose • Basic topic • Main idea Excellence in Business Communication, 7e

  21. Generating Ideas • Brainstorming • Mapping • Storyteller’s tour • Journalistic approach • Question-answer chain Excellence in Business Communication, 7e

  22. Limiting the Scope • Time and space • Number of main ideas • Audience attitude • Depth of research Excellence in Business Communication, 7e

  23. Sequencing the Message • Direct approach • Deductive • Indirect approach • Inductive Excellence in Business Communication, 7e

  24. Classifying Messages Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Bad News Displeased Indirect Persuasive Uninterested or Unwilling Indirect Excellence in Business Communication, 7e

  25. First Major Part First subpoint Second subpoint Evidence Evidence Third subpoint Second Major Point First subpoint Second subpoint 1.0 First Major Part 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.2.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint Constructing Outlines Alphanumeric Decimal Excellence in Business Communication, 7e

  26. Organization Chart 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 Excellence in Business Communication, 7e

  27. Composing Messages • State the main idea • State major points • Provide evidence Excellence in Business Communication, 7e

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