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Planning Business Messages

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

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Planning Business Messages

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  1. Planning Business Messages

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

  3. Organizing the Message • 50% planning • 25% writing • 25% completing

  4. Analyzing the Situation • Who is the audience? • What is the purpose?

  5. General Inform Persuade Collaborate Specific Your goals Audience thoughts Audience actions Define Your Purpose

  6. Analyze Your Purpose • Will anything change? • Is your purpose realistic? • Is the timing right? • Is the purpose acceptable?

  7. Profile Your Audience • Identify primary audience • Determine size and location • Determine composition • Gauge level of understanding • Review expectations and preferences • Forecast probable reaction

  8. Gather Information • Views of others • Company documents • Coworkers or customers • Audience input

  9. Uncover Audience Needs • Required information • Accurate • Ethical • Pertinent

  10. Select the Medium • Oral • Written • Visual • Electronic

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

  12. Written Communication • Memos • Letters • Reports • Proposals

  13. Visual Communication • Communicate fast • Clarify complexity • Overcome barriers • Expedite memory

  14. Electronic Communication • Oral media • Written media • Visual media

  15. Choosing the Right Medium • Media richness • Message formality • Media limitations • Sender intentions • Urgency and cost • Audience preferences

  16. Organizing the Message • Makes you more productive • Helps your audience understand • Helps your audience accept • Saves time for your audience

  17. Defining the Main Idea • The topic is the broad subject of the message • The main idea is a specific statement about the topic

  18. Generating Creative Ideas • Brainstorming • Storyteller’s tour • Journalistic approach • Question-and-answer chain • Mind mapping

  19. Limiting the Scope • Length Limitations • Support Points • Audience attitude • Depth of research

  20. Choosing the Approach • Direct approach • Deductive • Indirect approach • Inductive

  21. 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 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 Outlining the Content Alphanumeric Decimal

  22. Basic Message Structure • Start with the main idea • State the major points • Illustrate with evidence

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