Planning Business Messages Chapter 3 Planning Business Messages 3-1

After studying this chapter, you will be able to: Learning Objectives After studying this chapter, you will be able to: Describe the three-step writing process and explain why it will help you create better messages in less time Explain what it means to analyze the situation when planning a message Describe the techniques for gathering information for simple messages and identify three attributes of quality information Compare the major classes of media and list the factors to consider when choosing the most appropriate medium for a message Explain why good organization is important to both you and your audience and explain how to organize any business message 3-2

Understanding the Three-Step Writing Process Plan your message Write your message Complete your message

Analyzing the Situation 3-4

Optimizing Your Writing Time

Defining Your Purpose

Gathering Information Consider Listen Read Talk Ask

Providing Required Information

Selecting the Right Medium

Traditional face-to-face meeting Oral Medium Traditional face-to-face meeting Digital, online, video . . .

Written Medium

Visual Medium

Electronic Medium

Challenges of Communication on Mobile Devices Screen Size and Resolution Consuming Digital Media Input Technologies Bandwidth and Connectivity Data and Operating Costs

Factors to Consider When Choosing Media Media richness Message formality Media limitations Urgency Cost Audience preferences Security and privacy

Limiting Your Scope

Choosing Between Direct and Indirect Approaches Direct approach – Start with the main idea (such as a recommendation, conclusion or request) and follow that with your supporting evidence. Indirect approach – Start with the evidence first and build your case before presenting the main idea. For example, use this approach when writing a negative message.

Outlining Your Content First Main Subject Sub-topic Sub-sub topic Second Main Subject I. Sub-topic II. Sub-topic

Learning Objectives: Check Your Progress Describe the three-step writing process and explain why it will help you create better messages in less time. Explain what it means to analyze the situation when planning a message. 3. Describe the techniques for gathering information for simple messages and identify three attributes of quality information. 4. Compare the major classes of media and list the factors to consider when choosing the most appropriate medium for a message. 5. Explain why good organization is important to both you and your audience and explain how to organize any business message.