Planning Business Messages Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Learning Objectives Describe the three-step writing process Explain why it’s important to analyze the situation and define your purpose carefully before writing a message Discuss information-gathering options for simple messages and identify three traits of quality information Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Learning Objectives List the factors to consider when choosing the best medium for your message Explain why good organization is important to both you and your audience Compare and contrast the direct and indirect approaches to organizing a message Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

The Three-Step Process Planning Writing Completing Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Optimizing Your Time 50% planning 25% writing 25% completing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Planning Effectively Find and assemble facts Deliver compelling information Reduce indecision as you write Reduce reworking during completion Minimize embarrassing blunders Prepare for analyzing the situation Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Analyzing the Situation Who is the audience? What is the purpose? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Define Your Purpose General Specific Inform, persuade, collaborate Your goals, audience actions and thoughts Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Analyze Your Purpose Will anything change? Is your purpose realistic? Is the timing right? Is the purpose acceptable? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Profile Your Audience Identify primary audience Determine size and location Determine composition Gauge level of understanding Review expectations and preferences Forecast probable reaction Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Gathering Information Uncover needs Find your focus Provide information Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Select the Medium Oral Written Visual Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Oral Communication Conversations Interviews Speeches Presentations Meetings Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Written Communication Memos Letters Reports Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Visual Communication Communicate fast Clarify complexity Overcome barriers Expedite memory Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Electronic Communication Oral media Written media Visual media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Choosing the Medium Media richness Message formality Media limitations Message urgency Cost factors Audience preferences Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Organizing Information Get to the point Omit irrelevant ideas Use logical groupings Include important data Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Organizing the Message Helps your audience understand Helps your audience accept Saves time for your audience Makes you more productive Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Defining the Main Idea The topic The main idea The broad subject of the message The main idea A specific statement about the topic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Generating Ideas Brainstorming Mind mapping Storyteller’s tour Journalistic approach Question-and-answer chain Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Limiting Message Scope Length Limitations Support Points Subject matter Depth of research Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Choosing the Approach Direct or Indirect Audience reaction Message length Message type Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Outlining the Content Alphanumeric Decimal I. First Major Point A. First subpoint B. Second subpoint 1. Evidence 2. Evidence C. Third subpoint II. Second Major Point 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 Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Organization Chart Outlines The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence B. Evidence C. Evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Basic Message Structure Start with the main idea State the major points Illustrate with evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall