Planning Business Messages © Prentice Hall, 2007 Excellence in Business Communication, 7e

Three-Step Writing Process Planning Writing Completing © Prentice Hall, 2007 Excellence in Business Communication, 7e

Optimizing Writing Time Planning 50% Writing 25% Completing 25% © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Analyze the Situation Define your purpose Profile your audience © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Define Your Purpose General Inform Persuade Collaborate Specific Realism Timing Delivery Acceptability © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e 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? Once you have defined your specific purpose, you can decide whether that purpose merits the time and effort required for you to prepare and send it. Test your purpose by asking five questions: Will anything change as a result of your message? Is your purpose realistic? Is the time right? Is the right person delivering the message? Is your purpose acceptable to the organization? Once you are satisfied (1) that you have a clear and meaningful purpose and (2) that now is a smart time to proceed, your next step is to understand the members of your audience and their needs. © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Profile Your Audience Identify primary audience Determine size and distribution Determine composition Gauge level of knowledge Project expectations and preferences Estimate probable reaction © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Gather Information Informal methods Viewpoints of others Reports and company documents Supervisors, colleagues, customers Audience input © Prentice Hall, 2007 Excellence in Business Communication, 7e

Audience Information Needs Be sure information is accurate Be sure information is ethical Be sure information is pertinent © Prentice Hall, 2007 Excellence in Business Communication, 7e

Selecting the Right Medium Oral Written Electronic © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e 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 © Prentice Hall, 2007 Excellence in Business Communication, 7e

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 © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Electronic Media Voice mail Teleconferencing Videotape Computer conferencing Faxing E-mail Instant messaging Websites © Prentice Hall, 2007 Excellence in Business Communication, 7e

Advantages of Electronic Media Delivery speed Audience reach Multimedia Accessibility © Prentice Hall, 2007 Excellence in Business Communication, 7e

Disadvantages of Electronic Media Tension or conflict Overuse Security concerns Privacy issues Productivity © Prentice Hall, 2007 Excellence in Business Communication, 7e

Consider Media Richness Leaner Fliers, bulletins, and reports Richer Conversations, meetings, presentations © Prentice Hall, 2007 Excellence in Business Communication, 7e

More Factors to Consider Message formality Media limitations Sender intentions Urgency and cost Audience preferences © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Organizing Messages Get to the point Omit irrelevant details Use logical groupings Indicate relevant ideas © Prentice Hall, 2007 Excellence in Business Communication, 7e

Why Is Organization So Important? Improves productivity Boosts understanding Increases acceptance Saves audience time © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Define the Main Idea General purpose Specific purpose Basic topic Main idea © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Generating Ideas Brainstorming Mapping Storyteller’s tour Journalistic approach Question-answer chain © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Limiting the Scope Time and space Number of main ideas Audience attitude Depth of research © Prentice Hall, 2007 Excellence in Business Communication, 7e

Sequencing the Message Direct approach Deductive Indirect approach Inductive © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e 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 © Prentice Hall, 2007 Excellence in Business Communication, 7e

Constructing Outlines Alphanumeric Decimal First Major Part First subpoint Second subpoint Evidence Third subpoint Second Major Point 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 © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e 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 © Prentice Hall, 2007 Excellence in Business Communication, 7e

Excellence in Business Communication, 7e Composing Messages State the main idea State major points Provide evidence © Prentice Hall, 2007 Excellence in Business Communication, 7e